Function of Position

Responsible to the Dean and Assistant Deans for performing a variety of technical, professional, clerical and administrative duties; assisting in the administration of all aspects of the graduate school; and performing other related duties as assigned.

Essential Functions

-        Processes graduate assistantship applications and contracts to ensure compliance with university policies and procedures.

-        Assists in routine management of graduate school to include office management functions as well as assisting dean and assistant deans with additional duties as requested.

-        Serves as liaison between graduate school community and all other university units.

-        Serves as graduate school representative at college meetings at the request of the dean and/or assistant deans; serves on task force committees on continuous improvement as required.

-        Assists with recruiting graduate students through involvement in recruitment training seminars and travels to graduate and professional school fairs held at various higher education institutions as well as business and industries.

-        Assists in preparation of enrollment data including collection and entry of data into data summary and data reports.

-        Processes applications and contracts for graduate assistantship/tuition scholarships to include development and maintenance of database in order to assist administration in determination and allocation of scholarship positions throughout the university.

-        Prepares scholarship data including collection and entry of data into GA/TS data reports for internal and external distribution.

-        Processes all applications for graduate faculty appointment and reappointment to include submission to the sub-committee for recommendation and approval; assists the Graduate Faculty Sub-Committee in development of procedure and forms necessary to process ETSU graduate faculty applications.

-        Reviews graduate course offerings by faculty each semester to ensure approved graduate faculty are primary instructors of record.

-        Assists the dean in the curriculum process to ensure adherence to TBR and THEC policies and guidelines.

-        Maintains and reconciles all budgets for the Graduate School to include administrative, research, foundation, and the graduate and professional student accounts.

-        Assists in the development and interpretation of policies and procedures to ensure adherence to university policies and procedures.

-        Prepares correspondence to departmental faculty, staff, academic units, divisions and the community as duties of the position dictate.

-        Serves as advisor to the Graduate and Professional Student Association which requires demonstration of leadership skills as well as the ability to motivate graduate students.

-        Develops and recommends budget for graduate student travel each fiscal year to the Student Allocation Committee.

-        Advises, reviews, and approves graduate student travel requests within the scope of university travel guidelines.

-        Selects, trains and supervises temporary employees, graduate assistants/tuition scholars, and student workers.

-        Coordinates graduate council meetings monthly including scheduling, processing materials and mailings, agenda development and record keeping functions.

-        Coordinates new graduate student orientation each year including scheduling rooms and food service, agenda preparation, processing materials and mailings, and record keeping functions.

-        Coordinates the Coordinator Retreat each year with the assistance of the deans.

-        Assists the deans in scheduling graduate student appeals, scheduling appeal date, processing materials and mailings, and record keeping functions.

-        Coordinates all aspects of academic program reviews for graduate programs.

-        Maintains confidential materials and files for the dean and assistant deans including student records, employee records, etc.

-        Serves as administrative contact in the graduate office in the absence of the deans for late ads, budgets, overloads, and other assignments as requested.

-        Assists other staff members in the performance of their duties as requested.

-        Serves as office manager for the School of Graduate Studies including the hiring of staff and evaluation of secretarial staff; maintains leave and timesheets for secretarial staff, graduate assistants and student workers.

Secondary Functions

-        Provides technical and administrative assistance to staff in the operation and training of software and/or hardware as required.

-        Oversees all activity related to the Graduate School web site and the Graduate and Professional Student web site.

-        Plans, organizes and produces the Graduate School newsletter.

-        Plans and organizes the Spring Graduate Student Week on campus.

-        Performs other related duties as assigned.

Knowledge and Abilities

-        Knowledge of office management techniques and procedures.

-        Knowledge of word processing, spreadsheets, databases and publishing packages.

-        Knowledge of human resources practices.

-        Ability to organize and perform tasks efficiently within time constraints.

-        Ability to adjust schedule to meet unanticipated or changing needs of the office.

-        Ability to communicate effectively.

-        Ability to establish and maintain effective and professional relations with various constituencies.

-        Ability to handle confidential/sensitive personnel issues as well as student issues.

Supervision Given and Received

Performs under general supervision.  Determines own methods of performing assigned work.   Supervises classified employee.

Minimum Qualifications

Bachelor's degree preferred; equivalent educational qualifications which may include certifications (e.g., CPS) and three to five years experience in an academic setting will be considered.

Date:  March, 2007