The mission of the Department of Geography at Indiana University is to be a national and international center of excellence in research and instruction within key subfields of geography. The key subfields are Climate, Land and Environmental Change, Food and Agriculture, Geographic Information Systems and Remote Sensing, Globalization, Development and Justice, and Water Resources.
The Student Services Coordinator is the first point of contact in the Department of Geography. Serves as department receptionist, greets visitors and callers and provides appropriate information. Coordinates all phases of graduate admission, including but not limited to applications, letters, orientation, financial assistance, registration and policies and procedures. Processes all hire documents for all departmental students and staff. Provides support to the Department Chair and faculty. Sorts, forwards, and distributes department correspondence. Requests and submits all course book orders for faculty. Maintains schedules for departmental rooms. Updates both the Undergraduate and Graduate Bulletin copy when required. Processes documents for Visiting Scholars via ATLAS. Handles course promotional materials, Newsletter, and web updates for the department.
Advises current and prospective graduate students regarding domestic and international admission policies and standards, application procedures, departmental financial assistance, degree requirements, and academic progress.
Researches and answers questions from the Director of Graduate Studies, faculty, and students regarding the University, College, and departmental policies and procedures.
Coordinates all phases of graduate admission; manages and maintains application request; responds to mail, phone, and e-mail inquiries from prospective students; composes and distributes letters of acceptance and/or rejection and notifies candidates of departmental financial assistance decisions; maintains department graduate informational materials.
Processes and maintains all applications for admission to the department; creates and maintains database of applicants and admitted students.
Serves as a liaison to campus partners for cross-departmental student services initiatives, providing information, schedules planning meetings and provides necessary documentation.
Coordinates graduate student recruitment visits.
Determines eligibility for PhD degrees and nomination to Ph.D. candidacy, and processes necessary University paperwork; determines fulfillment of department qualifications for conferral of advanced degree.
Creates and updates as necessary a database of current student's academic and funding status. Notifies AI's of current teaching assignments or changes each semester. Creates and updates database each semester for Associate Instructor teaching assignments for chair and scheduling officer.
Assists Director of Graduate Studies with graduate student orientation; assembles new student information packets; coordinates new student orientation schedules; advises new and current graduate students about registration and changes in registration procedures and policies.
Processes hire e-docs, I-9s and background checks for all Associate Instructors and Research Assistants; processes fee remission sheets for all Research Assistants. Processes departmental bi-weekly and monthly payroll; processes pay adjustment vouchers as needed; processes hire e-docs, I-9s, and background checks for faculty, post docs, temporary and student hourlies.
Coordinates room, computer equipment, and questions for Ph.D. comprehensive exams.
Generates data sheet on in-house graduate students and newly admitted graduate students for funding meeting held in mid-January and mid-February.
Requests and collects graduate student annual reports, timelines, and vita for faculty review.
Serves as department receptionist: Greets visitors and callers, determines their needs, and provides appropriate information; directs students (graduate and undergraduate) and faculty to departmental and building resources.
Assists faculty members and Department Chair with tenure and promotion materials in eDossier.
Attends faculty meetings, takes notes, records any votes taken, transcripts and posts minutes in faculty meeting folder on the departmental websites Faculty + Staff Intranet.
Assists with assembly and distribution of the departmental newsletter.
Serves as liaison for faculty and graduate and undergraduate students to facilitate compliance with University procedure.
Creates a shared folder on OneDrive for faculty annual reviews materials; updates materials ever year.
Processes all international visa documents for faculty, post docs, and visiting scholars as needed.
Sorts, forwards, and distributes US and campus mail and e-mail; arrange shipping via UPS as necessary.
Maintains departmental supplies for the office, classroom, as well as testing, and computing supplies and orders as necessary.
Processes catalog and non-catalog orders via Buy.IU.
Requests and submits all course book orders for fall, spring and summer sessions.
Coordinates job candidate visits and schedules.
Maintains confidential materials (i.e., graduate files, course evaluations, tenure and promotion dossiers, professional candidate search file, etc.); maintains schedules for Student Bldg. rooms, 005, 014, 017 and 018.
Handles all correspondence with Alumni and donors.
Generates folder for undergraduate and graduate awards on OneDrive for the departmental awards banquet; generate awards certificates for award winners.
High school diploma or GED and two years of experience in an office environment, higher education, or related field.
Proficient communication skills. Maintains a high degree of professionalism. Demonstrated time management and priority setting skills. Demonstrates a high commitment to quality. Ability to work in a fast paced, dynamic environment. Highly thorough and dependable. Demonstrated ability to maintain confidential information. Demonstrated customer service skills. Commitment to working with people of diverse backgrounds, and demonstrated cultural competencies. Strong analytical and organizational skills and the ability to work productively while multitasking with deadlines in an environment with many interruptions.
Working Conditions / Demands
This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. This position requires ability to occasionally move items up to 25 pounds. The person in this role must be able to perform the essential functions with or without an accommodation.
Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.
This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
If you wish to include a cover letter, you may include it with your resume when uploading attachments.
Equal Employment Opportunity
Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information .
Campus Safety and Security
The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online . You may also request a physical copy by emailing IU Public Safety at firstname.lastname@example.org or by visiting IUPD.
About Indiana University Purdue University Indianpolis - IUPUI
Founded in 1820, Indiana University is the state’s public university system, comprised of two core campuses—IU-Bloomington and IUPUI—and six regional campuses located throughout the state. Combined, the total student population is more than 114,000 undergraduate, graduate and professional school students. IU is one of the largest employers in the state, with over 20,000 faculty and staff. Indiana University is an equal employment and affirmative action employer and a provider of ADA services. Diversity and inclusion remains a core commitment to IU’s mission to cultivate an educational environment that supports equal access, participation and representation on all of its campuses and that provides educational and career opportunities for all.