About this role

Summary of Position

Ensures the efficient operations of daily services, programs and administrative functions within the office of Research Services and Graduate Studies. Coordinates and administers processes that support graduate education, faculty and student funding programs, research-related initiatives and office operations. Collaborates with faculty, staff and students to support institutional priorities, maintains compliance with university policies and procedures and enhances service delivery.

Position Information

Essential Functions and

Responsibilities

Serves as a primary point of contact for the Office of Research Services and Graduate Studies. Responds to inquiries, provides information regarding programs, policies, procedures, and services, and facilitates access to appropriate resources for faculty, staff and students.
Supports graduate student academic administration processes, including graduate assistantship appointments, student record maintenance, admission status updates, intra-university specialization changes, graduate course enrollment approvals, graduation-related reviews, and other academic records transactions. Verifies information, secures required approvals, ensures compliance with university policies and procedures, and maintains accurate student records.
Supports thesis and dissertation administration by reviewing submissions for compliance with university requirements, formatting standards, institutional policies, and applicable research compliance approvals.
Assists with the administration of student and faculty funding programs, including graduate scholarships, student research and travel programs, faculty internal funding opportunities, and other research-related initiatives. Supports program administration and implementation, maintains records and communicates program requirements.
Coordinates financial and administrative transactions associated with departmental operations and programs, including purchasing, payments, reimbursements, and other fiscal activities. Maintains documentation, monitors expenditures, and ensures compliance with university policies and procedures.
Coordinates administrative support for research compliance committees and graduate councils, including scheduling meetings, preparing and maintaining reports and ensuring compliance with established procedures and requirements.
Supports data collection and reporting, and continuous improvement activities by gathering information, administering surveys, maintaining documentation, and preparing materials for review and decision-making.
Coordinates and supports events for Research Services and Graduate Studies, research workshops and outreach activities, including planning, organization, communications, and stakeholder engagement.
Assists with marketing, communications, and public relations efforts by maintaining the websites and other communication platforms, preparing promotional materials, and supporting outreach initiatives.
Responsible for maintaining files, records, correspondence, and data in accordance with federal, state, and university policies. Ensures the accuracy, confidentiality, and integrity of information maintained by the department.
Coordinates daily tasks related to one or more assigned components of overall programs and/or services as assigned.
Regularly communicates with supervisor and other staff, including student workers, as required or needed in the completion of daily tasks in support of overall goals and objectives.
Prepares and maintains accurate records of daily tasks in accordance with applicable policies and procedures and assures timely communication with supervisor, staff, and students where appropriate.
Gathers data and prepares reports and other information/documentation for supervisory review?related to programs and/or services, or one or more assigned components.
Prepares for and attends events.
Remains informed of current developments and procedures pertinent to duties; participates in staff development activities; attends meetings, conferences, and other events.

Other Functions and Responsibilities

Assists with training new hires.

Performs other duties as assigned and/or required that are within the level of responsibility for this classification at the discretion of the supervisor.

Equipment Operated

Computer and all other standard office equipment.

Work Schedule

Typically, Monday through Friday.

Primary Location

Youngstown

Supervision Exercised

May exercise supervision over student employees.

Reports to

Associate Provost, Office of Research Services and Graduate Services

Qualifications and Competencies

Required Certifications, Training, and/or Licensures

None

Sponsorship and/or Work Authorization Status

This position is not eligible for sponsorship.

Knowledge, Skills, and Abilities

Knowledge of: university policies and procedures*; office practices and procedures; department/division goals and objectives*; department/division policies and procedures*; workplace safety practices and procedures*; English grammar and spelling; records management; office management.

Skill in: use of office equipment; typing, data entry; computer operation; use of computer software and other programs applicable to the assigned department/division*.

Ability to: define problems, collect data, establish facts, and draw valid conclusions; determine material and equipment needs; calculate fractions, decimals, and percentages; compile and prepare reports; use proper research methods to gather data; understand a variety of written and/or verbal communications; prepare accurate documentation; maintain records according to established procedures; effectively interact with personnel and public to answer routine questions; train or instruct others; move quickly and effectively from one task to another; work independently and in a team environment; develop and maintain effective working relationships.

(*) Developed after employment.

Minimum Qualifications

At least a bachelor’s degree; and at least six months of related experience.

Preferred Qualifications

Experience with Banner or other comparable financial accounting systems, procurement systems, or CRM platforms such as Recruit. Experience in an academic setting or in higher education.

Physical Requirements

In accordance with the U.S. Department of Labor physical demands strength ratings, this position will perform sedentary work.

Sedentary: work involves exerting up to 10 pounds of force occasionally or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time. Jobs may be defined as Sedentary when walking and standing are required only occasionally, and all other Sedentary criteria aremet.

At Youngstown State University we are committed to a comprehensive employee benefit program that helps our employees live healthy, feel secure, and maintain a work/life balance. YSU offers two options for medical plans, optional dental and vision insurance and life insurance. These plans are reviewed annually to maintain competitiveness while being cost effective. In addition, YSU offers tuition remission, 403(b) and 457 retirement planning options, as well as state pension programs and optional voluntary life insurance benefits.

Medical Mutual of Ohio Medical plans Dental Benefits Vision Benefits Group Life Insurance (University Sponsored and Voluntary) Group Long Term Disability (University Sponsored and Voluntary) Flexible Spending Account Health Savings Account Tuition remission Employee Assistance Program Wellness Initiatives Sick Leave Vacation Accrual Paid Holidays State Retirement Programs 403b and 457b Voluntary Retirement Options

Do you have at least a bachelor's degree?

Do you have at least six months of related experience?

What is the highest level of education that you have attained?

Did not complete high school.
High school diploma/GED or equivalent
Some college
Associate's degree
Bachelor's degree
Master's degree
Doctoral degree
Post doctoral degree
Juris doc

Coordinator, Research Services and Graduate Studies