Graduate Student Specialist I

Job Title Graduate Student Specialist I

Agency

Texas A&M University

Department

Graduate And Professional School

Proposed Minimum Salary

$3,750.00 monthly

Job Location

College Station, Texas

Job Type

Staff

Job Description

What We Want

The Graduate Student Specialist I , under direction, provides detailed guidance and direction to graduate students/faculty/staff on various aspects of the graduate educational experience. They provide detailed information on and refer students/faculty/staff to university resources that can assist in meeting their needs or solving their problems.

What You Need To Know

Salary: $45,000.00-$49,500.00 (based on selected hire’s qualifications)

Special Note: A cover letter and resume are strongly recommended and will help in our review. You may upload them on the application under the CV/Resume section.

Schedule: Work beyond normal business hours, some evenings and/or weekends may be required for special events.

Qualifications

Required Education

• Bachelor’s degree in a related field or equivalent combination of education and experience.

Preferred Qualifications

• Texas A&M University experience with working knowledge of Compass, Howdy, and DPSS.

• Customer service experience.

• Experience working with graduate students in an advising capacity or related role.

• Experience using Microsoft Office Suite (PowerPoint, Word, Excel, etc.

• Experience using LaTeX to create, edit, and format technical or academic documents.

• Higher education experience.

• Experience processing high-volume records, requests, and tasks.

Knowledge, Skills, and Abilities

• Ability to effectively communicate both orally and in writing.

• Strong interpersonal and organizational skills.

• Ability to multi-task and work cooperatively with others.

• Machines or equipment used in the performance of essential duties

• Ability to effectively communicate both orally and in writing.

• Strong interpersonal and organizational skills.

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Ability to work independently and collaboratively with diverse teams.

• Skilled in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Knowledge of university administrative procedures, policies, and compliance standards (e.g., FERPA).

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Skilled in coordinating meetings, events, and travel logistics.

• Ability to learn and utilize enterprise systems such as Emburse, DPSS, Perceptive Content, ImageNow, Adobe Sign, Laserfiche, and Canopy.

• Strong attention to detail and accuracy in data entry, documentation, and reporting.

Responsibilities

Reviewing Theses/Dissertations/Records of Study for Formatting Standards

• Conduct detailed reviews of student manuscripts to ensure formatting accuracy, consistency, and compliance with Thesis and Dissertation Services standards prior to final approval.

• Provide timely feedback on manuscript formatting and serve as a resource to students by maintaining clear and effective communication throughout the review process.

• Evaluate student records for completeness, accuracy, and compliance with submission requirements prior to initiating the manuscript review process.

• Generate and distribute timely email notifications regarding manuscript revisions, incomplete documentation, and submission deadlines.

Content Management System

• Track and analyze reports in Vireo (Thesis and Dissertation Management System) to monitor manuscript submissions and student progress; enter forms and maintain accurate student records in Vireo, TRS, and Compass.

• Monitor ARCS for new reports, verify the completeness and accuracy of student records, and ensure compliance with established submission deadlines.

• Regularly review the Thesis and Dissertation Services webpages to ensure information is accurate, current, and aligned with university policies, collaborating with the marketing team to implement timely updates.

• Manage and maintain the Word thesis and dissertation template

• Manage and maintain the LaTeX thesis and dissertation template on the Overleaf platform, implementing updates and enhancements as needed.

• Manage and maintain the Word thesis and dissertation template, implementing updates and enhancements as needed.

Graduate Student Services and Support

• Provide guidance to graduate students, faculty, and staff on the thesis, dissertation, and record of study submission process, including requirements for final review and approval.

• Coordinate and oversee the manuscript submission process to support the timely review, approval, and graduation of graduate students each semester.

• Provide general guidance to graduate students, faculty, and staff related to graduate inquiries and requests for information.

• Support staff and students within the Graduate and Professional School and provided programs.

Customer Support and Workshops

• Participate in semester workshops to provide guidance on thesis and dissertation submission requirements, formatting standards, and the manuscript submission process.

• Respond to phone and email inquiries from graduate students, faculty, and staff by providing accurate information and guidance regarding Thesis and Dissertation Services policies, procedures, and deadlines.

Tracking and Training Duties

• Provide information about admissions, advising, processing, requirements, programs, and testing to students, staff, and community members.

• Enters, tracks, analyzes, and reports data critical to graduate records processing and funding. Oversee the development and updating of training materials.

• Process university graduate and professional student documents related to a student’s matriculation through a graduate program, processes relating to degree plans, petitions, aggie ring, funding, fellowships, and other requests.

• Provide general guidance to students and departmental graduate advisors on the basics of requirements and guides or appropriately refer students with procedural concerns involving admissions, standardized tests, transfer work, filing of degree plans, various petition processes, changes of curriculum, Ombuds issues, examination procedures, authorized signatures, other University graduate degree requirements, and graduation.

• Provide guidance in the design, development, and implementation of university-wide strategies that inform and attract prospective graduate students at Texas A&M University.

• Other duties as assigned.

Who We Are

Texas A&M University's Graduate and Professional School strives to enhance graduate experiences and development of all students, personally and professionally, foster and facilitate interdisciplinary intercollegiate graduate programs and research activities, as well as provide the highest quality support for services to advance creative scholarship and scientific inquiry. Our vision to achieve recognition as a leader in support of graduate education through innovation, exceptional service and commitment to excellence. For more information, please visit our website: grad.tamu.edu.

Why Texas A&M University?

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you. Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.

• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts , and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums

• 12-15 days of annual paid holidays

• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month

• Automatic enrollment in the Teacher Retirement System of Texas

• Health and Wellness: Free exercise programs and release time

• Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more

• Educational release time and tuition assistance for completing a degree while a Texas A&M employee

• Living Well, a program at Texas A&M that has been built by employees, for employees

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experience. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.