Niagara University
Graduate Student Services Coordinator
Niagara University, Niagara Falls, New York, United States, 14301
Graduate Student Services Coordinator
Niagara University is a liberal arts university, steeped in the Vincentian and Catholic traditions, with a total enrollment of nearly 4,300 students. Located just a few miles away from one of the world's premier tourism destinations, Niagara Falls, the university occupies a lovely campus overlooking the Niagara River gorge. Its close proximity to major cultural and business centers in Niagara Falls, Buffalo, and Toronto as well as the award-winning Niagara Wine Trail and several nearby cultural destinations make Niagara University an ideal place to work and live. POSITION SUMMARY The Graduate Studies Services Coordinator provides comprehensive administrative and operational support to the Graduate Studies Office. This position is responsible for coordinating communications, supporting orientation efforts, handling budget and requisition processes, and ensuring consistent support across programs. The role is critical to improving workflow efficiency, maintaining continuity during staff absences, and ensuring a positive experience for prospective and current graduate students. ESSENTIAL DUTIES & RESPONSIBILITIES Serve as a point of contact for phone and email inquiries, responding to prospective and current student questions with professionalism and clarity. Coordinate the distribution and tracking of Accuplacer vouchers, upload test results, and manage related communications. Process and track incoming application materials (e.g., transcripts, prerequisite documentation). Assist with GPA conversions, particularly for Canadian applicants. Coordinate and track website edits and updates for 20+ graduate and program-specific webpages, ensuring accuracy of program descriptions, contact information, and compliance-related content. Support orientation logistics, including scheduling, registration tracking, materials preparation, and event-day support. Support approximately 50 events annually including information sessions, graduate fairs, and recruitment activities. Assist with calendar management related to event scheduling, timelines, and staff coordination. Manage check requests, requisitions, and budget tracking for graduate travel, recruitment, events, and office operations, ensuring timely processing and alignment with university financial procedures. Track, organize, and maintain updated versions of program flyers, fact sheets, brochures, and other graduate marketing and recruitment materials. Coordinate updates with marketing and academic departments, ensure timely revisions, and assist with distribution across digital platforms and in-person events. Provide administrative support for the scholarship and graduate assistantship process as needed. Serve as a backup for the Graduate Intake Coordinator during periods of absence. Support compliance and documentation standards across programs. Provide support for documentation and compliance, including managing communications and document issues. Perform other duties as assigned to support the goals of the Graduate Studies Office. QUALIFICATIONS High school diploma required; Bachelor's degree preferred. Minimum of 3 years of administrative or customer service experience; higher education experience strongly preferred. Strong organizational skills and attention to detail. Excellent interpersonal and written communication skills. Proficiency in Microsoft Office Suite, Google Workspace, and CRM systems (Slate experience preferred). Ability to handle sensitive and confidential information with discretion. Ability to multitask, prioritize responsibilities, and work independently or collaboratively. GENERAL DESCRIPTION
% OF TIME 60%
Support administrative and office functions: respond to inquiries, manage Accuplacer testing and communication, upload transcripts, assist with GPA conversions, manage deposits, and orientation planning and registrations. 20%
Coordinate logistics and support for events, orientations, and recruitment activities; monitor budget, initiate check requests and oversee procurement of supplies and resources for office operations and events. 10%
Assist with scholarship and assistantship processes, and maintain systems and workflows. 10%
Provide backup and overflow support during peak cycles or staff absences. WORK ENVIRONMENT / PHYSICAL DEMANDS Typical office environment with regular use of a computer, phone, and other office equipment. Must be able to sit or stand for extended periods. Occasional lifting of materials or event supplies (up to 25 lbs). May be required to attend evening or weekend events.
Niagara University is a liberal arts university, steeped in the Vincentian and Catholic traditions, with a total enrollment of nearly 4,300 students. Located just a few miles away from one of the world's premier tourism destinations, Niagara Falls, the university occupies a lovely campus overlooking the Niagara River gorge. Its close proximity to major cultural and business centers in Niagara Falls, Buffalo, and Toronto as well as the award-winning Niagara Wine Trail and several nearby cultural destinations make Niagara University an ideal place to work and live. POSITION SUMMARY The Graduate Studies Services Coordinator provides comprehensive administrative and operational support to the Graduate Studies Office. This position is responsible for coordinating communications, supporting orientation efforts, handling budget and requisition processes, and ensuring consistent support across programs. The role is critical to improving workflow efficiency, maintaining continuity during staff absences, and ensuring a positive experience for prospective and current graduate students. ESSENTIAL DUTIES & RESPONSIBILITIES Serve as a point of contact for phone and email inquiries, responding to prospective and current student questions with professionalism and clarity. Coordinate the distribution and tracking of Accuplacer vouchers, upload test results, and manage related communications. Process and track incoming application materials (e.g., transcripts, prerequisite documentation). Assist with GPA conversions, particularly for Canadian applicants. Coordinate and track website edits and updates for 20+ graduate and program-specific webpages, ensuring accuracy of program descriptions, contact information, and compliance-related content. Support orientation logistics, including scheduling, registration tracking, materials preparation, and event-day support. Support approximately 50 events annually including information sessions, graduate fairs, and recruitment activities. Assist with calendar management related to event scheduling, timelines, and staff coordination. Manage check requests, requisitions, and budget tracking for graduate travel, recruitment, events, and office operations, ensuring timely processing and alignment with university financial procedures. Track, organize, and maintain updated versions of program flyers, fact sheets, brochures, and other graduate marketing and recruitment materials. Coordinate updates with marketing and academic departments, ensure timely revisions, and assist with distribution across digital platforms and in-person events. Provide administrative support for the scholarship and graduate assistantship process as needed. Serve as a backup for the Graduate Intake Coordinator during periods of absence. Support compliance and documentation standards across programs. Provide support for documentation and compliance, including managing communications and document issues. Perform other duties as assigned to support the goals of the Graduate Studies Office. QUALIFICATIONS High school diploma required; Bachelor's degree preferred. Minimum of 3 years of administrative or customer service experience; higher education experience strongly preferred. Strong organizational skills and attention to detail. Excellent interpersonal and written communication skills. Proficiency in Microsoft Office Suite, Google Workspace, and CRM systems (Slate experience preferred). Ability to handle sensitive and confidential information with discretion. Ability to multitask, prioritize responsibilities, and work independently or collaboratively. GENERAL DESCRIPTION
% OF TIME 60%
Support administrative and office functions: respond to inquiries, manage Accuplacer testing and communication, upload transcripts, assist with GPA conversions, manage deposits, and orientation planning and registrations. 20%
Coordinate logistics and support for events, orientations, and recruitment activities; monitor budget, initiate check requests and oversee procurement of supplies and resources for office operations and events. 10%
Assist with scholarship and assistantship processes, and maintain systems and workflows. 10%
Provide backup and overflow support during peak cycles or staff absences. WORK ENVIRONMENT / PHYSICAL DEMANDS Typical office environment with regular use of a computer, phone, and other office equipment. Must be able to sit or stand for extended periods. Occasional lifting of materials or event supplies (up to 25 lbs). May be required to attend evening or weekend events.