Assistant Program Officer (Academic Program Coordinator)

  • Job Class: Managerial/Professional
  • Job ID Number: 10008
  • Department: Ph.D. Program in Computer Science
  • Location: The Graduate Center
  • Closing Date: JAN 16, 2014


Reporting to the Executive Officer of the PhD Program, the Assistant Program Officer has the following responsibilities:
- Serves as program coordinator and resource person for applicants, students, and faculty regarding requirements and procedures of the Ph.D. program.  Advises the Admissions Office of the disposition of applicant files and any prerequisites for entrance into the program; supplies Admissions with up-to-date informational materials.
- Coordinates student registration; maintains records for progress in the program; transfer of advanced
standing credits; preparation of forms for leave of absence, withdrawals, changes of program;
processing of level changes and results of all changes in Level, including examination results.
- Serves as liaison between the program office and departments at CUNY colleges as well as affiliated institutions. Serves as liaison with GSUC administrative offices including Student Affairs, Student Services, Information Resources, Academic Planning, Public Affairs and Publications, and Research and University Programs.
- Maintains program operations and paperwork, including admissions and registration activities, budget
allocations, correspondence, records and files, committee meetings, weekly seminars, colloquia, and special events.
- Maintains a current record of students available for teaching internships, GTF's, tutoring, and research
positions; informs students of opportunities for these as they arise; recommends students to the Executive Officer for teaching and research assignments. Posts notices of position announcements; sends announcements over email; tracks student progress in the job search and keeps the Executive Officer informed.
- Reviews and edits program documents to ensure compliance with program policy and procedures
including student handbook and guidelines, recruitment materials; compiles and edits program items for
GC publications; updates web contents.
- Prepares and supervises mailings (both email and US mail) to students, faculty, alumni, and other outlets regarding program forums, recruitment activities, and special events.
- Takes minutes at meetings requested in which to participate.
- Coordinates program course offerings, descriptions, and scheduling each semester; prepares course list for the Registrar each semester with updates and revisions as needed. Maintains file of all current and past course descriptions.
- With the Executive Officer, assists in preparation of a yearly budget for program activities. Coordinates annual program allocation; prepares requests for honoraria and deposits; and tracks contributions from
faculty for program activities.
- Orders equipment from purchasing; arranges for maintenance of office machines. Instructs faculty in
the use of these machines.
- Coordinates and supervises activities of part-time staff such as college assistant and research
assistants assigned to faculty members and the program office.

Provides basic operational and analytical support related to a College's specialized academic program.
- Supports the directors and managers with orientation preparation, student advisement regarding program requirements, and providing basic information about financial aid and registration
- Manages office records including faculty files; prepares reports and surveys; collects and maintains statistical data on program activities
- Serves as liaison to various College offices to provide service delivery and appropriate referrals to students
- Collects and reviews syllabi to ensure compliance with standards
- Serves as resource person for students and faculty regarding program policies and procedures
- May supervise office operations and/or monitor department budget
- Performs related duties as assigned.


Bachelor's Degree required.

Strong familiarity with MS Office including Microsoft Word and Microsoft Excel; good web skills, prior experience working with budgets; and excellent communication and written skills are desirable. Two years of administrative experience preferred.
Fluent in a Database System such as MYSQL or be able to learn it within 3 months of starting the job is highly desirable. Ability to make minor changes and addition to the Computer Science web pages preferred.

FLSA Status

Non Exempt

Salary Range

Salary commensurate with qualifications and experience.

How To Apply

Please apply by using the link below:

***If you are unable to upload your cover application through the system, please e-mail Make sure to indicate which position you are applying for and that you have submitted your application online.


An Equal Opportunity/Affirmative Action/IRCA/Americans with Disabilities Act Employer.

The Graduate Center complies with the Clery Act and copies of its annual report on security policies and statistics are available in its Security Office.