College Records Officer I

Position Summary

The Graduate Student Services Coordinator oversees college-level graduate student services, database systems, compliance processes, and collaborative initiatives with university offices. The coordinator ensures smooth operations from student admission through graduation by assisting in the development of administrative goals, policies, procedures and data resources offered at the college level, while fostering strong relationships with faculty, staff, and university partners.

Key Responsibilities and Key Breakdown

• Oversee admissions, enrollment, course scheduling, degree audits, and conferrals. • Monitor academic progress and identify at-risk students • Assist with the adherence to policies, procedures, and activities pertaining to all aspects of graduate student records within the College of Social Science • Authorize veteran’s certifications and manage access to secure student systems. • Ensure compliance with Responsible Conduct of Research (RCR) and university policies. • Maintain and oversee college-level databases and serve as lead for university systems.

• Manage graduate education budgets, including Graduate School allocations. • Coordinate workflow procedures and timelines for complex college-level projects and events. • Maintain college-level mailing lists and administrative records.

• Provide training and technical support to Graduate Program Directors and administrative staff. • Serve as a security administrator for graduate systems access and permissions. • Recommend system upgrades and improvements for graduate student data platforms. • Maintain and update Office of Graduate Studies webpages.

• Support logistics for Graduate Program Directors Committee, Dean’s Graduate Student Advisory Committee, Graduate Student Hearing Board, and Early Start Program; Schedule meetings, prepare agendas, take minutes, and manage shared digital resources.

• Liaise with university offices including the Graduate School, Registrar, Admissions, Financial Aid, and Budget Office. • Collaborate with college leadership, faculty, and department administrators to support graduate education initiatives • Serve as point of contact for English language waivers, time extensions, and external committee members.

Minimum Requirements

Knowledge equivalent to that which normally would be acquired by completing a bachelor’s degree in a field related to the area of employment; one to three years of related and progressively more responsible or expansive work experience with student recordkeeping systems and/or enrollment management; experience with word processing, database and/or spreadsheet software; or an equivalent combination of education and experience.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Resume

Cover Letter

Name and contact information for 3 professional references

Special Instructions

This position is "remote-friendly" with the expectation of on-campus presence on a regular basis. This is typically referred to as Hybrid; with the flexibility of regular remote work mixed with in-office work as mutually agreed upon with the supervisor.

Work Hours

STANDARD 8-5

Website

https://socialscience.msu.edu/

Remote Work Statement

MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.

Bidding eligibility ends November 11, 2025, 11:55 PM