Graduate Academic Affairs Coordinator

About the Department:

Part of the Office of the Provost under the Academic Affairs Division the Graduate Division elevates Mason graduate education by augmenting the work of the academic units by increasing the impact of graduate students and programs by fostering a collaborative culture of academic excellence and by contributing to the research productivity and the workforce development appropriate to an R1 institution.

About the Position:

This position reports to the Senior Director of Graduate Academic Affairs and Initiatives and provides assistance to the Graduate Division and the Divisions key constituent groups with graduate academic policies and procedures and graduate program curriculum development implementation and assessment.

Responsibilities:

Graduate Council Support

• Processes Graduate Council agenda submissions for new and revised graduate course and program proposals;
• Facilitates all needed communication related to Graduate Council;
• Drafts and finalize minutes for monthly Graduate Council meetings;
• Responsible for all meeting-related operations including: distributing agendas and survey information; ensuring needed materials are timely obtained for agenda; and conducting meetings in accordance with bylaws;
• Communicates with supervisor on status of whether quorum is reached for survey before meeting;
• Informs necessary academic affairs staff when survey item discussion is needed ahead of meeting;
• Maintains accurate voting and non-voting membership lists and records;
• Responsible for ensuring new academic year appointments and renewals are completed and communicated in a timely manner;
• Ensures accurate online records are maintained and in-person events are effectively carried out in partnership with Graduate Division operations staff;
• Serves as initial point of contact for stakeholders;
• Moves student actions and other items as appropriate through required workflows for approval;
• Assists with policy revisions for the yearly Catalog entry as needed;
• Assists with Graduate Council presentations and follow-up as needed; and
• Assists Graduate Academic Affairs staff with development of Graduate Council onboarding informational materials and executive summaries as needed.

Graduate Policy and Procedures and related Exception and Appeals

• Carries out initial review and processes of academic action requests as directed;
• Contributes to the enhancements of graduate student academic and admission policies;
• Helps create efficient procedures and processes in compliance with new and enhanced policies;
• Assists in ensuring units compliance with existing graduate university academic and admission policies;
• Updates and maintain the relevant university catalog sections; and
• Monitors and carry out all aspects of communications related to exception to policy requests as directed by academic affairs staff.

Communication and Outreach

• Helps with the development and implementation of relevant policies and procedures and the management of initial communication with all academic affairs inquiries;
• Facilitates communications as needed with graduate academic affairs staff to respond to inquiries;
• Responsible for ensuring timely responses to email and phone inquiries; and
• Maintains and updates Calendar for academic affairs events and meetings.

Technology Support and Enhancements

• Helps maintain and enhance graduate academic electronic workflows and other processes leveraging university systems and technology; and
• Helps enhance Academic Affairs webpage information and presence.

Required Qualifications:

• Bachelors degree or equivalent combination of education and experience;
• Some experience (generally 0-3 years) in higher education or related field;
• Demonstrated comfort in a fast-paced office professional environment and strong stakeholder service experience;
• Knowledge of and familiarity with intake or customer service support procedures;
• Interpersonal skills to communicate with and provide assistance to a wide variety of stakeholders;
• Administrative skills including records maintenance and records management;
• Administrative skills including calendaring and email;
• Skill in time management and attention to detail;
• Ability to write concisely and clearly;
• Ability to proactively plan out and anticipate needs;
• Ability to work effectively as part of a team as well as independently; and
• Ability to organize work multi-task meet deadlines and work in a professional setting.

Preferred Qualifications:

• Experience working with sensitive or confidential matters;
• Some work experience (Generally at least one year) in a higher education institution;
• Knowledge of technology that can be leveraged to further academic affairs priorities;
• Knowledge of graduate student policies with the ability to facilitate the administration of related processes;
• Ability to plan and manage events; and
• Banner and other SIS tools.

Instructions to Applicants:

For full consideration applicants must apply forGraduate Academic Affairs Coordinator at and submit the online application to include three professional references with contact information and provide a cover letter and resume for review.

Posting Open Date:November 3 2025

For Full Consideration Apply by: November 17 2025

Open Until Filled:Yes