Graduate Program Coordinator I or II

The College of Arts & Sciences at Utah State University invites applications for a Graduate Program Coordinator I or II to support and enhance our dynamic graduate programs for the departments of Physics and History Cultures & Ideas. This role is ideal for an organized student-focused professional who thrives in a collaborative academic environment and is passionate about supporting graduate student success.

The Graduate Program Coordinator I provides administrative and program support for graduate programs within a college or department. Under general supervision this position serves as a primary advisor and key point of contact for prospective and current graduate students. Provides guidance on academic planning enrollment and institutional policies. Delivers support while interpreting complex requirements related to registration degree progress and graduation. Assists with scheduling and communication with students and faculty. Work includes routine procedural tasks that support smooth daily operations of graduate programs.

Student Communication & Advising (50% of time)

• Serve as the primary advisor and point of contact for prospective and current graduate students independently addressing complex academic enrollment and policy-related issues.
• Respond to student questions accurately professionally and promptly; refer to appropriate campus resources.
• Provide high-level academic advising and guidance regarding registration degree planning graduate forms deadlines and graduation requirements exercising discretion in student-specific guidance.
• Conduct annual individualized progress reviews to assess academic standing identify barriers and develop support strategies.
• Interpret and apply academic financial and enrollment policies to individual student circumstances while ensuring FERPA compliance and confidentiality.
• Evaluate student needs and implement proactive student-centered solutions to support persistence and timely degree completion.

Admissions Recruitment & Events (30% of time)

• Coordinate graduate admissions workflows including application review coordination student evaluation processes and admissions decision tracking. Maintain the process making sure everyone is on track deadlines are met and information flows correctly.
• Serve as a key communicator with applicants and admitted students providing professional guidance throughout the admissions process.
• Strategically plan and lead recruitment and yield initiatives including in-person and virtual events orientations and admitted-student outreach.
• Develop maintain and enhance program communications marketing content and promotional material to support enrollment goals.
• Lead new student orientation and major program events using independent judgement in planning content development and execution.

Academic Progress & Student Records (10% of time)

• Oversee the comprehensive tracking of student academic progress through degree completion while coordinating the planning logistics and execution of commencement ceremonies.
• Maintain authoritative student records and databases ensuring accuracy compliance and data integrity.
• Collect analyze and interpret student and program data to inform assessment reporting and continuous improvement areas.
• Collaborate with faculty to coordinate advising assignments clarify policies and resolve academic concerns.

Program Administration & Policy (10% of time)

• Interpret and apply Graduate School and departmental policies to routine cases.
• Ensure program websites handbooks procedural guides and internal documentation are current accurate and aligned with institutional standards.
• Assist in monitoring program budgets scholarships and graduate assistantship records.
• Support coordination of faculty meetings retreats or program initiatives.

Relational Support

• Build positive relationships with students and faculty fostering a supportive and inclusive environment.
• Respond to inquiries with professionalism empathy and solution-oriented communication.
• Promote program engagement by assisting with student events and communication strategies.

Minimum Qualifications

Level I

• Bachelors degree or equivalent combination of education and experience
• Up to one (1) year of relevant experience in an administrative or academic setting

Level II

• Bachelors degree or equivalent combination of education and experience
• Three (3) years of relevant work experience

Preferred Qualifications

• Experience with USU systems
• Experience with Salesforce
• Proficient with Microsoft Office Suite
• Experience in a public-facing or customer service role.

Knowledge Skills and Abilities

• Basic understanding of university administrative processes.
• Skill in Microsoft Office/ Google Workspace.
• Effective written and verbal communication.
• High attention to detail and confidentiality.
• Willingness to learn academic policy and systems.

Along with the online application please attach:

1. Resume to be uploaded at the beginning of your application in the Candidate Profile under Resume/CV
2. Contact information for three (3) Professional References to be entered at the beginning of your application in the Candidate Profile
3. Cover letter to be typed/pasted at the end of your application

**Document size may not exceed 10 MB.**

Employees work indoors and are protected from weather and/or contaminants but not necessarily occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions.

Founded in 1888 Utah State University is Utahs premier land-grant public service university. As an R1 research institution Utah State is dedicated to advancing knowledge and serving the public good through innovative research and scholarly activities that are grounded in reciprocal engagement with local regional and global communities. USU prepares students to be active civically engaged leaders who are prepared to address critical societal challenges. Dedicated to providing a high-quality and affordable education USU remains a leader in research discovery and public impact.

USU enrolls over 29800 students both online and in person atlocations throughout the state.Utah States 30 locations include a main campus in Logan Utah residential campuses in Price and Blanding and six additional statewide campuses along with education centers serving every county. USU educates students from all 50 states and more than 80 countries. For over 100 years USU Extension has served and engaged Utahns serving every county in the state.

Competing at the NCAA Division I level USU is a proud member of the Mountain West Conference and will join the Pac-12 Conference beginning in the 2026-2027 season.The Aggies long-standing tradition of athletic and academic excellence is exemplified by recent Mountain West regular-season and tournament championships in womens volleyball three consecutive Mountain West tournament titles in womens soccer conference championships and a first-ever conference championship for gymnastics reflecting USUs commitment to perseverance and achievement.

Utah State is dedicated to fostering a community where all individuals feel respected valued and supported and where diversity of thought and culture are cultivated. We seek to recruit hire and retain people from all walks of life who willchampion excellence in education research discovery outreach and believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be recognized our commitment to employees when they namedUtah State the best employer in Utahin 2023.Learn moreabout USU.

The university provides aDual Career Assistance Programto support careers for partners who are also seeking is committed to providing access and a reasonable accommodation for individuals with disabilities. To request a reasonable accommodation for a disability contact the universitys ADA Coordinator in the Office of Human Resources at or.

*updated 12/2025

In its programs and activities including in admissions and employment Utah State University does not discriminate or tolerate discrimination including harassment based on race color religion sex national origin age genetic information sexual orientation gender identity disability status as a protected veteran or any other status protected by University policy Title IX or any other federal state or local law.

Utah State University is an equal opportunity employer and does not discriminate or tolerate discrimination including harassment in employment including in hiring promotion transfer or termination based on race color religion sex national origin age genetic information sexual orientation gender identity disability status as a protected veteran or any other status protected by University policy or any other federal state or local law.

Utah State University does not discriminate in its housing offerings and will treat all persons fairly and equally without regard to race color religion sex familial status disability national origin source of income sexual orientation or gender identity. Additionally the University endeavors to provide reasonable accommodations when necessary and to ensure equal access to qualified persons with disabilities.

In all circumstances Utah State University follows state and federal laws related to sex-segregated spaces.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USUs non-discrimination policies:

For further information regarding non-discrimination please visit or contact:

U.S. Department of Education

Denver Regional Office

U.S. Department of Education

Office of Assistant Secretary for Civil Rights

*updated 10/2025