Coordinator of Graduate Faculty Services

Division Name: Academic Affairs
Department: Graduate School

Job Summary

This position is essential to the operation of the Graduate School. This individual provides highly specialized support and consultations to administrators faculty staff and students on interpretation of the Graduate Schools policies and processes. This person plays a key role in working with the AVP Graduate Education and Internationalization Initiatives and the Graduate School team in aligning policy implementation with university policies and processes. This person is expected to make recommendations for continuous improvement in these areas to the AVP for Graduate Education and Internationalization Initiatives. This position coordinates between the Graduate School Graduate Council colleges departments/schools Admissions and Human Resources on policies and processes regarding graduate admission recruitment retention and graduate assistantships.

The secondary function of this position is to support the AVP for Graduate Education and Internationalization Initiatives with projects that support the strategic plan of the university and of the Graduate School and to provide support regarding the development organization and distribution of information and materials about policy and procedure to administrators faculty students and staff. This position also hires and supervises graduate assistants if necessary.

Additional Information

University Benefit Highlights:

• Insurance benefits including health dental vision and life
• Retirement and supplemental retirement planning options
• Tuition waiver benefits available to staff as well as their eligible dependents
• Paid holiday/administrative closures during Thanksgiving and Winter Breaks
• Paid benefit time

For more University Benefit information: regarding eligibility for participation in the State Universities Retirement System and the State of Illinois Group Insurance program can be reviewed here Rate / Pay Rate

$54366 - $70688 annual

Required Qualifications

1. Bachelors or equivalent degree
2. At least three years of experience in higher education administrative roles that included all of the following:
   a. Developing one or more continuous improvement projects
   b. Examining and reimagining operations procedures and/or policies
   c. Working with statistical and narrative information with precision and accuracy
   d. Making complex and independent decisions
   e. Utilizing a working knowledge of the organizational structure and general policies and procedures of a college or university

Preferred Qualifications

1. Masters degree
2. Expert knowledge of Graduate School bylaws regulations catalog and admissions as well as graduate assistantship regulations policies and procedures.
3. Experience working with graduate program chairs and graduate faculty on policy implementation administrative processes and graduate curriculum as well as knowledge of graduate student issues.
4. Expertise in use of the university student information system and other computer applications.
5. The following skills and/or abilities:
   a. Outstanding ability to multi-task organize and prioritize competing tasks
   b. Ability to be flexible being open to and adapting to change
   c. Effective oral and written communications skills
   d. Excellent time management skills
   e. Ability to be self-motivated and to work independently

Work Hours

Core Hours: 8:00am-4:30pm Monday through Friday

Functional Expectations

Must be able to complete the following with or without a reasonable accommodation:

1. Effectively communicate on a daily basis.
2. Remain at a workstation for extended periods
3. Move about in various locations across campus as needed to complete day-to-day work.

Proposed Starting Date

February 2026

Required Applicant Documents

Cover Letter

Please Note: These documents are required to be submitted online in order to complete the application process. Please have these documents ready prior to clicking on Apply

Optional Applicant Documents

Transcripts - See Special Instructions to Applicants for additional options
Certification of Retirement Annuity

Please Note: These documents may be submitted online in order to complete the application process. Please have these documents ready prior to clicking on Apply

Special Instructions for Applicants

Applicants for this position must be authorized to work in the U.S. without ISU sponsorship. Sponsorship for work authorization will not be considered for this position.

Please fully complete the entire application including but not limited to the education and work history portions. Be specific on your work history including employment dates (if part-time you must list the number of work hours) and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position; however it will be converted to a full-time equivalency to determine combined length of experience. Please do not put see resume in the duties and responsibilities section of the work history. This will be considered an incomplete application and incomplete applications will not be considered.

College or university transcripts (may be unofficial) must be submitted prior to the application deadline to receive full consideration. Transcripts can either be uploaded with your application or submitted via the options listed below.

To be eligible for Veterans Preference points on the exam appropriate military service documentation such as a DD-214 must be submitted prior to the application deadline.

Transcripts and/or military service documentation may be emailed faxed or mailed to Human Resources by the application deadline:

Email:
Fax: 309.438.0011 Attn: Kira Shelton
Address: Illinois State University
Human Resources
Campus Box 1300
Normal IL 61790-1300

The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of applicant materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position you will receive a score calculated based on your education and experience and your name will be placed on the active employment register by exam score. After the application deadline the names within the top three scores will be referred to the department for interview.

Illinois State University is authorized to do business within the State of Illinois. All work under this appointment is required to be performed from within the State of Illinois. If hired out-of-state candidates must establish Illinois residency within 180 calendar days from the start date for this position. Illinois residency requires proof of a valid Illinois drivers license or a valid State of Illinois ID card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.

Contact Information for Applicants

Kira Shelton
Human Resources

Important Information for Applicants

This position is subject to a criminal background investigation and if applicable an employment history review based on University Policy 3.1.30 and any offer of employment is contingent upon you passing a satisfactory criminal background investigation and/or an employment history review. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Illinois State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability or status as a protected veteran.

If you are an individual with a disability and need a reasonable accommodation under the Americans with Disabilities Act (ADA) or other state or federal law you may request an accommodation by contacting the Office of Equal Opportunity and Access at . The Office of Equal Opportunity and Access will hold any confidential information you provide in confidence.

If you are having difficulty accessing the system please call Human Resources at .