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Graduate Services Coordinator

Apply now Job no: 499888
College / VP Area: Graduate College
Work type: Staff
Location: Newark
Categories: Academic Administration, Full Time

Pay Grade: 29E

Context of the Job:

The Graduate College is building a team of professionals to manage and augment a growing number of interdisciplinary and/or training grant graduate programs on campus.  Under the limited supervision of our (Associate Vice Provost), the Graduate Services Coordinator works closely with Program Directors and participates in student recruitment, helps provide academic advising, manages the various programs’ student activities and other related graduate student events as needed.  Responsibilities include working within a fiscally sound recruiting budget, managing recruitment efforts at all external/internal recruitment events, participating in all graduate school fairs as a college representative, and corresponding with prospective graduate students throughout the inquiry, admissions, and matriculation processes.

Major responsibilities:


  • Manage recruitment efforts for interdisciplinary and/or training grant programs housed in the Graduate College through the following: Plan, direct, and participate in program recruitment events to further the recruitment mission—including representing Grad College programs at university and local events. In conjunction with the Marketing and Communications team, prepare electronic and written recruiting and program information.  Contact students regarding interdisciplinary and/or training grant programs and correspond with prospective students throughout the inquiry and admission process.  Tailor recruitment efforts to attract qualified and diverse applicant pools.
  • Plan, direct, and participate in on-site graduate student recruiting weekend fairs.  Serve as the single point of contact for all details related to recruiting weekends for both recruits and faculty. Answer questions from recruits regarding the graduate programs and its first-year experience with specific emphasis on the advantages of a UD degree. Oversee details of recruiting events; such as, hotel and transportation reservations, booking venues for events and reimbursing student recruits for expenses.
  • In coordination with the Graduate College Admissions team, manage graduate admissions, and admit and reject all applicants based on committee recommendations.  Create spreadsheets for program director review and manage this master spreadsheet with all data on applicants (pending, admitted, rejected, and matriculating).
  • Track recruitment data and statistics during and after recruitment events. “Roll up” admissions numbers for the program directors; including rejections, acceptances, underrepresented minority (URM) recruitment data, etc., for presentation to faculty affiliated with the interdisciplinary programs.
  • Work independently to obtain recruitment lists from peer institutions. Respond to all program information requests online and via phone.


  • Provide coordination and support between faculty and students to help ensure students accomplish their goals and progress toward degree completion.
  • Interact with graduate students via email and in person to answer questions about the graduate programs and offer direction.
  • Oversee advisor assignments, including: creation of matrix to assign faculty to advising duties, informing students to develop plans for degree study, collecting the plans and sending the plans to the executive committee for approval, and managing record keeping for the plans.
  • Process graduate student contract funding webforms with support from Graduate College Administrative Assistant.
  • Coordinate, plan, and execute a comprehensive outreach strategy including faculty and student networking, email, direct mail and internet marketing. Solicit faculty, industrial and governmental participation in the program via presentations, projects and hiring.
  • Maintain a database of internal/external funding and award opportunities and alert graduate students to these including external fellowship opportunities. Prepare and submit paperwork for these fellowships.
  • Review student data in UDSIS. Provide registration confirmation information for billing/collections of full time and part-time students in interdisciplinary programs, working with the Office of Billing & Collections to insure appropriate billing and payment options.
  • Work with the Graduate College Business Officer and provide input for budget development, and implement program initiatives within the allocated annual budget. Review and track expenses and update projections periodically. 
  • Create and manage a calendar for student events, setting key dates for interdisciplinary program events.  Coordinate a seminar series.
  • Maintain a graduate student resume book.


  • Bachelor’s degree with three years’ related experience, or equivalent combination of education and experience. Degree in a STEM, Education, Counseling, Management, Marketing or other related field preferred.
  • Experience in graduate recruitment, admissions, and retention issues (including academic planning and financial assistance at the graduate level) preferred.
  • Knowledge of programs and services available to university graduate students preferred.
  • Effective communications and public relations skills.
  • Proficient computing skills. Experience with spreadsheet and database software.
  • Ability to collect data and provide analysis.
  • Ability to coordinate large events and deliver presentations.
  • Ability to make independent procedural decisions/judgments.
  • Skill in organizing resources and establishing priorities
  • Ability to maintain confidentiality of student admissions, situations, and funding decisions
  • Demonstrated understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
  • Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.


Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

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