Title:

Assistant Director of Graduate Studies

Department:

Graduate Studies

Reports To:

Vice Provost for Graduate Studies and Dean of Graduate Faculty, Graduate Studies

Position Type:

Staff

Position Summary:

Under the direction of the Director of Graduate Studies, carries out operations related to the daily administration of the Office of Graduate Studies and activities identified by the Director as well as the Vice Provost for Graduate Studies & Dean of the Graduate Faculty. This position reports directly to the Vice Provost for Graduate Studies & Dean of the Graduate Faculty.

Essential Functions:

• Management Activities: in coordination with the Director of Graduate Studies, the incumbent provides a full array of services related to the management of the Graduate Students Office (GSO) including by way of illustration and not limitation.

• Coordinates in collaboration with the Director, as needed, with GSO’s Office Manager and Administrative Assistant responses to students and faculty requesting GSO services.

• Helps the Director and Vice Provost monitor graduate student academic standing, primarily as related to the expected completion of master’s theses and PhD dissertations, and informs them regarding special cases. Contacts faculty for input or passes information to them about deadlines for these program milestones, as needed.

• Provides review of PhD dissertations in terms of formatting and documents needed for submission to ProQuest, and is involved in master's thesis reviews along with the Office Manager.

• Assists graduate students with conflict resolution.

• In coordination with the Director, appropriates clerical staff work projects, as needed, to meet required GSO timelines.

• Under the direction of the Director and the Vice Provost, works collaboratively with depts., faculty and staff to improve communication with students on policies and procedures affecting their academic success.

Additional Functions:

• Helps GSO’s Office Manager assign office hours to student office assistants and jointly monitors them.

• Helps the Director drafts CGE minutes and assists in the preparation of reports for CGE meetings.

• Handles course transfers from other universities and consults with the Director and Vice Provost, as needed.

• Works collaboratively on the commencement brochure as it relates to PhD graduates and participates in university-wide meetings related to this event.

• Maintains and improves materials used for guidance in formatting theses and dissertations.

• Performs other duties as assigned by the Director and Vice Provost.

• Secondary liaison with ProQuest for the Graduate Studies office and the NJIT Library.

• Primary interface with the Office of Sponsored Research regarding embargoed doctoral dissertations.

• Track PhD candidates’ completion details in Banner 9 (on several forms including SPACMNT, SHAQPNO, etc.).

• Interact with program directors and graduate advisors on academic performance monitoring.

• Report web improvements and GSO website issues.

• Help coordinate commencement details particularly for doctoral candidates.

Prerequisite Qualifications:

• Master’s degree in a science (including social science) or engineering discipline.

• At least five years of progressive professional experience in higher education, including experience in using online financial and student information systems.

• At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Bargaining Unit:

PSA

Range/Band:

22

FLSA:

Exempt

Full-Time