Program Manager-Graduate School

About the role

Montana Technological University is hiring a Graduate School Operations Coordinator to manage the end-to-end student journey, including processing applications, managing records, tracking assistantships, and leading graduation checkout.

Responsibilities

• Perform diverse and complex operational duties for Graduate Student Enrollment and Academic Record Keeping.
• Handle inquiries and communicate effectively with a diverse population of students, including domestic and international applicants, ensuring student and staff satisfaction.
• Maintain utmost confidentiality of records and information.
• Administer and improve graduate school functions related to the graduate application process, including receipt, processing, and verification of application credentials.
• Ensure efficient transmission and return of complete applications to departmental stakeholders to minimize application response time and drive graduate enrollment growth.
• Maintain student records with accuracy, including data entry into admissions databases (Banner, Etrieve, CollegeNet).
• Implement all Graduate Student course registration, record management, add/drop or withdrawal of courses, program review forms, and faculty committee assignments to enhance data integrity.
• Ensure student eligibility for assistantships and track utilization of Graduate Teaching Assistantships to increase graduate student recruitment.
• Analyze student records and perform regular data queries to inform Graduate School recruitment decision making and improve graduation rates and retention.
• Maintain and publish Graduate School course requirements, and compare requirements to student completions.
• Track progress toward a degree and create alerts to share with Graduate School staff.
• Track and analyze quantitative data and monitor progress toward internal performance metrics, including degree completion, time to degree, student retention, and utilization of Graduate Teaching Assistantships.
• Collaborate with the business office, financial aid, and the Research Office to oversee the awarding and processing of graduate teaching assistantships.
• Lead communications and processing regarding the graduation timeline and deadlines for graduate students and their departments.
• Provide administrative oversight of graduation checkout operations and serve as the liaison to the Digital Commons Platform, maintaining publications and e-thesis uploads.
• Implement a publishing delay process and streamline the graduate student graduation experience.
• Work with Graduate School staff to streamline processes, decrease administrative burden on faculty and staff, and provide general office support.
• Maintain and update the graduate student handbook.
• Communicate with faculty on process changes to increase transparency and efficiency of processes and enhance student experience.
• Respond to student inquiries, advise on required application credentials, track inventory for recruiting materials, and provide data cleaning and entry support.
• Complete national data surveys and provide administrative support and organization for the Graduate School and Graduate Council.

Requirements

• Bachelor’s degree from a post-secondary institution or three years of operations and project management experience.
• Demonstrated experience using database, word processing, Excel, email, and internet software.
• Demonstrated experience in analysis, design, formatting, and typing of forms and reports.
• Strong communication skills: effective and professional abilities via verbal, written, and electronic media.
• Ability to comprehend, analyze, and interpret data.
• Ability to work within a team and communicate with stakeholders.
• Ability to perform each essential duty satisfactorily with or without reasonable accommodations.

Preferred Qualifications

• Bachelor’s degree from a post-secondary institution.
• Experience with graduate student admissions processing.
• Experience in a student services and/or enrollment setting.
• Experience in student-centered customer service.
• Experience with Banner, EMP Liaison, and Etrieve.
• Ability to effectively present information to various university stakeholders.

Benefits

• Health, dental, and vision insurance.
• Mandatory retirement plan with employer contribution.
• Partial tuition waiver.
• Wellness program.

Schedule

Work requires occasional evenings and weekends.