Coordinator of Graduate Services and Financial Aid

Job Opening ID: 35253 - Position Number: 58640 - Job Code: 105758

Job Summary

Under general direction, coordinates Graduate Services and executes administrative functions related to graduate student financial aid, enrollment, registration and advising. Assists Assistant Dean of Admission, Financial Aid and Graduate Services, Director of Music Performance Graduate Studies, Director of Graduate Music Studies, Bienen School of Music faculty and students in the implementation of stated policies and procedures to facilitate graduate academic progression, financial aid and student services. 

Principal Responsibilities

  • Maintains graduate student records utilizing University enterprise systems and manages communications to students on routine administrative matters, including forms and deadlines. Prepares clear and accurate policy and resource documents for stakeholders. Provides statistical reports on enrollment, degree progression and academic policy compliance.
  • Coordinates activities for Graduate Services. Communicates with faculty, staff, students, relevant offices at the University and external constituents. Performs administrative tasks related to the Assistant Dean of Admission, Financial Aid and Graduate Services, the Director of Music Performance Graduate Studies and the Director of Graduate Music Studies responsibilities, including scheduling meetings and organizing academic proceedings.
  • Assists in advising students on published academic requirements and timelines. In addition, also advises students on their financial rights and responsibilities as enrolled students, including knowledge of standard financial aid procedures and options. 
  • Prepares confidential files and correspondence containing accurate information that requires knowledge of School, University, state and federal procedures and practices. 
  • Updates graduate student records in the University operating systems and provides statistical reports on enrollment, degree progression and academic policy compliance. 
  • Works with faculty and staff to maintain records and communications related to student awards, prizes, endowed scholarships and known placement. Performs administrative tasks related to career services and financial literacy presentations, as assigned by the Assistant Dean of Admission, Financial Aid and Graduate Services.
  • Under direction of the Assistant Dean of Admission, Financial Aid and Graduate Services, manages the annual update and editing of publications, policy documents and information on the website that pertains to Graduate Student Services.
  • Performs other duties as assigned.

Minimum Qualifications

Education, experience, and any other certifications or clearances

  • Bachelor’s degree required.
  • At least two years’ experience in an administrative position encompassing a high level of technological proficiency, preferably in a college or university performing arts environment.
  • Some experience in student enrollment and/or financial aid is highly desirable.

Minimum Competencies:

Skills, knowledge, and abilities

  • Collaboration – Facilitates open and effective communication, cooperation and teamwork within and outside of one’s own team; respects the needs and contributions of others.  
  • Collegiality - Being helpful, respectful, approachable, and team-oriented building strong working relationships and a positive work environment. 
  • Communication - Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar. 
  • Computer Proficiency - Successfully uses multiple software programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, and Access, email, web browsers, and PeopleSoft. 
  • Efficiency/Dependability - Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly. 
  • Ethics and Integrity - Follows through on commitments; incorporates honesty, respect and fairness in daily actions; demands trustworthiness from others; demonstrates courage and objectivity. 
  • Judgment - Demonstrates logic, rationality and objectivity; shows common sense; uses all available information to make educated decisions. 
  • Meets Deadlines - Displays consistency and success in adhering to deadlines. 
  • Quality/Compliance - Striving for excellence with our work processes and outcomes, honoring University policies and regulatory requirements.  

Preferred Qualifications:

  • Master of Music preferred or commensurate music experience.
  • Working knowledge of current financial aid sources and policies.
  • Experience with PeopleSoft Systems.
  • Experience compiling statistics and performing database queries.

Application Information:

To apply for this position, you will need to submit your résumé, cover letter and references through the University's electronic recruiting system, eRecruit, using the job opening number or the job title. 

Once you apply, you will receive an email confirming submission of your resume. For all resumes received, if there is interest in your candidacy, the human resources recruiter or the department hiring manager will contact you. Review of applications will begin immediately and continue until a candidate is selected. 

Northwestern University is an Equal Opportunity, Affirmative Action Employer. Members of historically underrepresented groups are strongly encouraged to apply. 

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