<p>Position Information</p> <p>Position Information (Default Section)</p> <p>EEO Statement</p> <p>Wright State University is an equal opportunity employer.</p> <p>Faculty Rank or Job Title Program Coordinator, Graduate Assistantships & Scholarships Job Category: Administrative (exempt/non-exempt) Department College of Graduate Programs EEO number: 25H331 Position FTE</p> <p>100%</p> <p>Minimum Annual or Hourly Rate $17/hr Salary Band: UC HR3 Job Summary/Basic Function:</p> <p>The Program Coordinator is primarily responsible for the receipt, management and administration of all contracts for the assistantships and scholarships for the university's graduate programs. This position will report to the Director, Graduate Academic Affairs, and will be responsible for reporting scholarship and graduate assistantship metrics. This position must work collaboratively with several campus partners, including but not limited to: academic departments and colleges, student employment, HR payroll, Bursar, Financial Aid, Research and Sponsored Programs (RSP), and the University Center for International Education (UCIE) to ensure accurate and timely processing with a focus on providing excellent support to graduate students. The program coordinator is also responsible for coordinating the application processing and graduation verification, communication related to any student enquiries, execution of reports, data migration and maintenance of data.</p> <p>Minimum Qualifications</p> <ul> <li>Bachelor's degree in education, business or related field and 1-2 years of related experience. </li><li>Excellent interpersonal, verbal, and written communication skills. </li><li>Strong organizational skills and attention to detail. </li><li>Ability to track projects and finish on time. </li><li>Experience with budget or accounting management. </li><li>Proficiency with Microsoft tools, such as Excel, Word, Outlook and data reporting. </li></ul> <p>Preferred Qualifications</p> <ul> <li>Master's degree in education, business, or related field and at least 3 years of experience in program coordinator within a university. </li><li>At least 3 years of experience in program coordination within a university. </li><li>Experience with student information systems, DocuSign, accounting or finance within a university. </li><li>Experience with a diverse student population, including international students. </li></ul> <p>Essential Functions and percent of time:</p> <p>(30%) - Graduate Assistantships</p> <ul> <li>Responsible for creating and implementing the process for receipt and processing of Graduate Assistantship contracts, Wright-Patterson AFB Scholarship Wright Fellow's Scholarships, and Graduate Tuition Scholarships contracts; updates process when changes are made to these programs and their requirements; communicates changes to programs to staff, faculty, and students. </li><li>Sole point of contact for the receipt, review, and processing of all campus graduate assistantship/scholarship contracts; ensures contracts completed accurately, all required data and supporting documentation is received and recorded. </li><li>Manages the contract approval process in DocuSign; ensures all contracts and supporting documentation is uploaded into DocuSign; responsible for creating and updating all contract templates for each of the programs; ensures all program guidelines followed. Monitors contract through entire approval process; provides status reports to faculty, staff and students. Archives documents in DocuSign in accordance with each program's audit requirements. </li><li>Conducts onboarding activities with each student graduate assistant and scholarship recipient; verifies employment eligibility, inputs necessary I-9 documentation into Equifax, enters student information into OPERS system; enters students into HRMS payroll system, ensures federal and state timelines and regulations followed. </li><li>Collaborates extensively with numerous campus partners (HR, student employment, UCIE, Bursar, Financial Aid, Research Sponsor Programs (RSP), Employees Retirement System (OPERS), faculty, staff, students, parents, etc.) and other units to ensure timelines and reporting requirements met. </li><li>Monitors each student's progress through uAchieve; verifies student's credit hours, GPA, adherence to approved program of study, and fulfillment of any other academic requirements as determined by the program; validates number of hours worked does not exceed max limit. </li><li>Validates financial account numbers, ensures appropriate accounts are charged, prepares and issues tuition/fee remissions and stipend payments; enters student fee remission and stipend data into the university's financial systems; coordinates with RSP personnel or external grant funded scholarships/assistantships. </li><li>Performs routine audits by pulling Cognos reports; checks that program requirements are being met by students; reports any deficiencies to the respective college's dean for further action. </li><li>Performs regular reviews of the assistantship/scholarship process for needed improvements; implements needed improvements and communicates changes to all stakeholders. </li><li>Contact person for all inquiries into graduate assistantships and graduate scholarships </li><li>Ensures adherence to university, state, and federal admissions policies. </li></ul> <p>(15%) - Graduate Scholarships</p> <ul> <li>Oversees the submission, verification and award of the WPAFB Scholarship, the Wright Fellow's Scholarship, and the Graduate Tuition Scholarships; meets with applicants to discuss process and timelines; once awarded, ensures all required data input into appropriate systems; coordinates with financial aid to verify no conflicts with other forms of financial aid; works with RSP for external grant funded scholarships to ensure proper accounting of funds; maintains repository of submitted documentation. </li><li>Functions as the primary point-of-contact (POC) for all colleges and departments on graduate scholarship programs; answers all questions, provides timelines for submissions, submission review and award; inputs award data into university systems; creates regular reports to track scholarship requests and awards. </li><li>Coordinates with colleges and financial aid to ensure scholarship tiers are correct, the correct amount of dollars is being allocated based on tier level and that the student is not receiving any additional financial aid. Works with college to rectify any issues </li></ul> <p>Essential Functions and percent of time (cont'd):</p> <p>(25%) - Graduate Admissions Recordkeeping</p> <ul> <li>Process incoming domestic graduate and non-degree seeking admissions applications as needed </li><li>Validate applications are complete; notifies students of missing documentation; inputs student information into the student information system (Banner). </li><li>Assist Associate Director of Graduate Admissions with special projects related to the application and application processes. </li><li>Analyze and calculate cumulative GPAs from all transcripts in a student's application and interpret results for admissions eligibility. </li><li>Prioritizes the student experience and provides exceptional customer service. </li><li>Oversees the transfer of Graduate School academic records from paper to electronic format using the Xtender Scanning System. Selects and initiates destruction of graduate academic records in accordance with the Graduate School Records Retention Policy and under the supervision of the Associate Director of Graduate Admissions. </li><li>Graduation verification assistance in working with the Director of Graduate Academic Affairs. </li></ul> <p>(10%) - Track Academic Process and Data</p> <ul> <li>Creates and disseminates a monthly data report on graduate assistantships and scholarships expenditures with all colleges and departments; if discrepancies are found, coordinates with appropriate college or department personnel to rectify. </li><li>Coordinates with academic units and advisors to address student's academic deficiencies; orchestrates discussion with respective Deans when necessary to rectify situations and determine if the scholarship award will continue. </li><li>Updates data in uAchieve when changes to programs or program requirements are made. </li></ul> <p>(10%) - Training of Campus Partners in All Colleges</p> <ul> <li>Designs and implements student training sessions to for all graduate assistants; informs students of assistantship rules, guidelines, and expectations; answers questions and refers student to their respective departments/colleges for department specific questions. </li><li>Designs and implements training for academic and non-academic units in the preparation and submission of graduate assistantship and graduate scholarship contracts every semester. </li><li>Updates DocuSign and related electronic system training to all academic and non-academic units when system changes have been implemented; Ensures all users are updated on system changes or updates. </li><li>Designs and conducts professional workshops each term with staff teams from across campus; instructs on changes and/or updates to graduate assistantship/scholarship timelines, submission requirements and submission processes. </li><li>Designs and implements orientations for graduate assistants and graduate scholarship recipients; assists students in preparation of employment forms (I-9s, OPERS/ARP, W-2, etc.); validates students are registered for authorized courses, and have required minimum graduate hours and grade point average; informs students of guidelines and regulations that must be adhered to while under a scholarship or assistantship contract. </li></ul> <p>Non-Essential Functions and percent of time:</p> <p>Other related duties (10%):</p> <ul> <li>Supports office operations; Assist with office staff's staggered lunch schedule, answering front desk phones, and answering incoming student questions. </li><li>Coordinates the assistantship process and streamline it across colleges. </li><li>Coordinates graduate student events (i.e., Graduate Assistantship (GA) training, Open Houses, etc.). </li><li>Reviews and updates the budget for assistantship and reporting on the spend across colleges for them. </li></ul> <p>Working Conditions</p> <ul> <li>Fast-paced office environment. </li><li>May be required to attend Graduate School Open Houses and Graduate School functions. </li><li>May require evening and weekend work. </li><li>To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at http://www.wright.edu/human-resources. </li><li>Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees. </li></ul> <p>Special Instructions to Applicants Posting Date 08/01/2025 First Consideration Date: 08/11/2025 Closing Date Open Until Filled Yes</p>