Scheduled Hours
37.5
Position Summary
The Doctoral Programs Manager plays a leadership role in executing the day-to-day operations of the PhD program and is the primary liaison for the program to internal and external constituents. It collaborates with campus and community partners to support the mission of the doctoral education, with a particular focus on their impact as related to recruitment, retention, and research. It will also manage the logistical support for faculty leading national organizations related to the program.
Job Description
Primary Duties & Responsibilities:
- Serves as the key point of contact for the program and is the representative for the program in absence of the Director in meetings and events requiring program representation. It is the administrative guide to current doctoral students, as well as all applicants and potential applicants to the Ph.D. Program.
- Manages and organizes all aspects of the recruitment:
- Scheduling meetings with and participating in School communications for program updates
- Admissions-including campus visits, and enrollment process for prospective students.
- Creates new electronic systems for recruitment, tracking, admits.
- Creates new modes of recruitment which respond to the need for virtual information sessions, opportunities for students to connect with faculty.
- Creates a more personalized system which facilitate contact between potential students and faculty (e.g. scheduling small group discussions pre-admittance).
- Creates and support consistent opportunities for students to connect with each other and with faculty via electronic platforms.
- Develops, monitors, evaluates, and maintains program databases and data entry protocols and procedures related to student progress and achievements and program operations, quality and outcomes. Maintain copies of such files in WashU Box with shared access for the program Director; Serves as clerk-of-record for the Ph.D. program including:
- Schedules, finalizes agenda and takes minutes for the Program Administrative Advisory Committee, and forwards outcomes to the Deans of the School when appropriate.
- Monitors student confidential electronic files completing a checklist each semester regarding the presence of documentation for research and teaching practica, as well as milestone documentation (area statement forms, dissertation documents, etc), documentation of funding sources, and any documentation of special circumstances requiring temporary leave. Communicates regarding any missing documentation to the student, their advisor, and the Director as needed.
- Collect, maintain and report doctoral student, applicant, and recent alumni data at least quarterly. Archive prior years and maintain alumni contact information. Will manage and process program data requests as needed by the School and other University administrative offices.
- Manages student accounting for doctoral students, including insuring accuracy of tuition charges and recording tuition remission and scholarships in the student information systems.
- Manages student stipend payments along with review of program’s budgetary expenses in cooperation with the Director and the School Business Office staff.
- Develops and provides regular electronic updates to the Student Handbook and Program Office Procedure manuals to reflect changes in policies and procedures as they occur throughout the academic year.
- Prepares at least two program reports per year for verbal and written communication requests.
- Oversees protocols for and audits student transcripts at least once a semester to ensure student course completion (resolving incompletes, etc). Notifies Director, advisors and students of deadlines and procedures for meeting requirements. Assures completion and filing of Educational Progress forms for all students Year 2 and beyond.
- Meets with Director to discuss any students not appearing to make adequate progress and adds discussion to PhD Administrative Advisory Committee when warranted.
- Records grades, monitors registration each semester, proctors qualifying exams and maintains database of area statements, dissertation proposals and other archived documents.
- Supports the Public Health Sciences PhD Program self-study as requested by the WashU Doctoral Council.
- Oversees a full range of services and administrative activities to support the educational and professional development of current doctoral students, such as:
- Assists the Director with professional and leadership development programming for students and facilitates communication between student leaders and the Director.
- Collects, distributes, and archives academic job and fellowship information.
- Serves as liaison for student and alumni gatherings. May include occasional overnight and weekend conference travel for recruitment events, alumni connections gatherings, and staff development.
- Works collaboratively with school and alumni offices to maintain relationships and communications with Ph.D. program alumni. Functions as the communications liaison between students (current and prospective) and alumni constituents and the program Director
- Updates alumni contact information annually.
- Manages the logistical support for faculty leading national organizations related to the program, Including, but not limited to, collaborating on the development of programming, communications, events and marketing materials. Might assist with travel arrangements, processing of reimbursements and other activities as needed.
- Perform other duties as necessary.
Working Conditions:
Job Location/Working Conditions
- Normal office environment.
Physical Effort
- Typically sitting at a desk or table.
- Some infrequent overnight and weekend travel.
- Ability to travel to on- and off-campus locations.
- Some deadlines and situations may occur over the weekend and outside of normal hours.
Equipment
The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.
Required Qualifications
Education:
Bachelor's degree
Certifications:
No specific certification is required for this position.
Work Experience:
Relevant Experience (3 Years)
Skills:
Not Applicable
Driver's License:
A driver's license is not required for this position.
More About This Job
Preferred Qualifications:
- Master’s degree in public health or related social science field, higher education administration, human-resource management, business marketing or a related field.
- Experience with SIS for student data extraction.
- Willingness to master new technology.
- Ability to use a systematic approach to solving problems through analysis and evaluation of alternate solutions to problems.
- Ability to work independently without supervision and use time effectively and efficiently in prioritizing tasks for completion.
- Execute multiple, deadline-driven tasks in an organized and efficient manner, with a high degree of discretion.
- Ability to be very flexible and adaptable to change.
- Good negotiation skills, and ability to remain composed under pressure.
Preferred Qualifications
Education:
Master's degree
Certifications:
No additional certification beyond what is stated in the Required Qualifications section.
Work Experience:
Academic Administration (3 Years)
Skills:
Academic Advising, Academic Affairs, Business Environment, Confidential Data Handling, Curriculum Consulting, Curriculum Development, Data Driven Approach, Detail-Oriented, Diplomacy, Enrollment Management, Family Educational Rights And Privacy Act (FERPA), Fast-Paced Environments, Grants Management, Higher Education Admissions, Interpersonal Communication, Microsoft Office, Multicultural Environments, Policies & Procedures, Research Administration, Student Accommodation, Student Affairs, Student Records Management, Student Retention, Transcript Evaluation, Zoom Video
Grade
G10
Salary Range
$49,700.00 - $82,100.00 / AnnuallyThe salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.
Questions
For frequently asked questions about the application process, please refer to our External Applicant FAQ.
Accommodation
If you are unable to use our online application system and would like an accommodation, please emailCandidateQuestions@wustl.eduor call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.
All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.
Pre-Employment Screening
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Benefits Statement
Personal
Up to 22 days of vacation, 10 recognized holidays, and sick time.
Competitive health insurance packages with priority appointments and lower copays/coinsurance.
Take advantage of our free Metro transit U-Pass for eligible employees.
WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
Wellness
Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
Family
We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.
For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/
EEO/AA Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.
Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.
