Graduate Services Coordinator (College of Education)

Posting Number: PG195279SP | Position Number: 00042870 | Position Type: SHRA | Classification: Administrative Support Specialist (Advanced)

About the role

The Graduate Services Coordinator serves as the primary administrative liaison between graduate students, departmental graduate programs, the Director of Graduate Programs (DGP), and the Graduate School. This role coordinates graduate student administration from admission through graduation, including admissions processing, student records, Graduate Student Support Plan (GSSP) eligibility, course scheduling, and graduation clearance. The position also supports departmental events, interprets graduate policies and procedures, and provides timely guidance to students, faculty, and staff to ensure accurate records, effective program operations, and compliance with university requirements.

The Department of Educational Leadership, Policy, and Human Development (ELPHD) comprises 40 full-time faculty members and more than 750 students. ELPHD advances education through scholarship, leadership, and advocacy, preparing counselors, educational leaders, and workplace professionals committed to improving education across K-12 schools, community colleges, universities, and workplace training. The department offers graduate programs in Adult and Lifelong Education; Community College Leadership; Counselor Education; Educational Evaluation and Policy Analysis; Educational Leadership; and Higher Education Opportunity, Equity, and Justice.

NC State's College of Education is one of the nation's top-ranked colleges of education, with over 1,600 students across five graduate certificates, seven undergraduate majors, 13 master's degrees, three Ph.D., and two Ed.D. programs. The college houses the Belk Center for Community College Leadership and Research, the Friday Institute for Educational Innovation, and Elevate, NC State's inclusive postsecondary education program for students with intellectual and developmental disabilities.

Responsibilities

• Coordinate graduate program administrative processes from application through graduation, including application review, applicant tracking, admissions communications, graduation clearance, and verification of GSSP eligibility
• Interpret and apply departmental and Graduate School policies, procedures, requirements, and deadlines; identify outstanding requirements and coordinate resolution with applicants, students, faculty, and university offices
• Maintain tracking tools for application status, degree audits, examination permits, GSSP eligibility, graduation requirements, and other program milestones
• Monitor Graduate School policy and procedural updates, assess their impact on departmental processes, and communicate relevant changes to stakeholders
• Coordinate graduation and convocation activities, including planning committee participation, event logistics, and on-site support
• Coordinate graduate course scheduling with faculty, program leadership, and university offices, reviewing schedules for accuracy, completeness, conflicts, and alignment with departmental needs
• Enter and verify course information, coordinate scheduling updates, reserve classrooms and meeting spaces, and resolve non-standard scheduling or room requests through established university procedures
• Coordinate administrative logistics for graduate student orientation, graduation activities, symposiums, and other departmental events, including ELPHD-related activities
• Maintain scheduling records, operational calendars, and deadline tracking tools; anticipate peak-period needs and recommend process improvements to support efficient operations
• Maintain confidential, accurate, and complete graduate student records from application through graduation, ensuring documentation meets departmental and Graduate School requirements
• Review and reconcile applicant, student, and supporting documentation across SIS, SLATE, and departmental tracking tools to identify omissions, inconsistencies, and discrepancies
• Research discrepancies, coordinate corrections with appropriate offices, and compile enrollment and student progress information for departmental reporting
• Provide timely, accurate guidance to students, faculty, and departmental stakeholders on admissions, graduate program requirements, deadlines, documentation, and administrative procedures
• Serve as the primary administrative point of contact between departmental graduate programs and the Graduate School, coordinating inquiries and tracking issues through resolution
• Prepare clear written communications explaining requirements, outstanding items, policy or procedural changes, available options, and next steps
• Address non-standard or unprecedented graduate administrative issues by researching applicable policies, identifying solutions, consulting appropriate offices, and escalating matters outside the position's authority
• Perform other duties as assigned that align with the role's scope and support effective operations and graduate program success within ELPHD

Qualifications

Minimum Education/Experience

• High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience

Preferred Qualifications

• Familiarity with NC State University's academic policy, procedures, and student management systems
• Experience working at NC State University or at a UNC System university
• Excellent customer service and problem-solving skills, including the ability to resolve inquiries and coordinate solutions to administrative issues and support students, faculty, and staff
• Ability to manage high-volume email correspondence, prioritize inquiries, and provide accurate, timely communication and follow-up
• Strong interpersonal and collaborative skills with a demonstrated ability to work effectively within a departmental team and across university offices

Requirements

• Valid NC Driver's License required
• Commercial Driver's License not required

Schedule

• Monday through Friday, 8:00 a.m. to 5:00 p.m.
• Hybrid position requiring on-site work at the College of Education's office location on NC State University's campus at least three days per week (minimum 50% of work schedule on-site)
• Employees must reside within a commutable distance and report to campus regularly as a condition of employment

Benefits

• Medical, Dental, and Vision insurance
• Flexible Spending Account
• Retirement Programs
• Disability Plans
• Life Insurance
• Accident Plan
• Paid Time Off and Other Leave Programs
• 12 Holidays Each Year
• Tuition and Academic Assistance
• Childcare benefits
• Wellness & Recreation Membership
• Wellness Programs

Perks and benefit eligibility is based on Part-Time or Full-Time employment status.