Scheduled Hours

37.5

Position Summary

Comprehensive responsibility for Doctoral Programs administration including the following activities: budget planning, strategic planning, recruiting, admissions, academic support functions, and student affairs. This position works in collaboration with the Vice Provost of Graduation Education, the Registrar's Office, and the Senior Associate Dean of Doctoral Programs.

This position provides critical decision support to doctoral programs via project management in the academic, financial, and operational areas of student affairs and works with senior academic and administrative officers in support of financial management, and program efforts. Ensures that internal policies and procedures are in place and effectively operationalized, implements various process improvements, ensures data integrity, oversees office-wide communications to students and externally facing partners, and manages internal and external relationships.

Job Description

Recruiting

• Develop and direct both short-term and long-term student recruitment strategies in collaboration with the Senior Associate Dean. Prepare annual recruitment plan for attracting high quality PhD and DBA candidates.

• Supervise employees charged with assisting in the admissions process for the PhD and DBA programs.

• Develop and implement marketing and communication plan to support the annual recruiting strategy.

• Cultivate opportunities for recruitment and attend appropriate recruitment activities on/off campus recruitment events such as information sessions and DocNet events. Engage with DocNet organization to increase network with top schools and ways to reach prospective students.

• Coordinate Highlight Olin event for prospective students, including travel, work with vendors, coordinate with faculty to create the immersive Olin PhD experience for visitors.

• Manage communication with prospective students across multiple channels.

• Create and expand web content to highlight programs and attract prospective students.

Admissions

• Collaborate with the Senior Associate Dean and Doctoral Committee on admissions strategies, processes, and decisions. Read, investigate, and evaluate candidate credentials, process applications for faculty review.

• Create and prepare summary statistics and admission reports on program admissions, including year-end reports.

• Facilitate Doctoral Committee meetings, serve as a member, and coordinate with each committee member and the Senior Associate Dean about doctoral admissions decisions.

• Coordinate documentation exchange between admissions and student records.

• Manage the Slate admissions system and CRM functions within the system to process applications and respond to applicants with application status updates.

Student Affairs

• Develop and maintain a strategic compliance plan for academic policy in accordance with the sponsoring departmental guidelines of the Registrars' office, and Vice Provost of Graduate Education, and the Office for International Students and Scholars.

• Coordinate, monitor, analyze, and enforce regulatory compliance requirements that relate to student internal records and international visa processes.

• Direct advising support and various academic procedures. Advise students and faculty on submission guidelines for proposals, dissertation defense, and graduation.

• Assist the Senior Associate Dean with the development and implementation of curriculum.

• Serve as program registrar. Generate, distribute, and collect grade reports.

• Manage annual student performance and progress evaluations.

​Administration

• Develop and manage departmental budget.

• Supervise program office support staff.

• Approve student travel, monitor payroll, and supervise tuition and health insurance remissions.

• Develop, implement, and evaluate information systems pertaining to program inquiries, admissions and financial services for efficient and concise record keeping and generation of letters, reports, etc.

• Facilitate Doctoral Committee meetings and serve as a member of the Committee: coordinate with committee members and director about doctoral programs, including strategic planning, curriculum, student progress and accreditation activities.

• Supervise the maintenance and use of doctoral student offices.

• Develop and maintain compliance of Doctoral Program processes in university systems including Workday.

• Develop expertise in the evaluation and use of emerging outreach tools.

Performs other duties as assigned.

Working Conditions:

Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at a desk or table.

Equipment

• Office 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:

Admissions, College Access, Or Diversity Recruitment (7 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 and experience in graduate program management.

Preferred Qualifications

Education:

Master's degree

Certifications:

No additional certification beyond what is stated in the Required Qualifications section.

Work Experience:

No additional work experience beyond what is stated in the Required Qualifications section.

Skills:

Budget Management, Communication, Cultural Diversity, Data Confidentiality, Data Interpretations, Decision Making, Diversity Awareness, Driver Safety, Microsoft Office, Negotiation, Personal Initiative, Prioritization, Project Administration, Sound Judgment, Strategy Development, Strategy Implementation, Supervision, Team Problem Solving, Work Collaboratively, Work Hardening, Working Independently

Grade

G13

Salary Range

$65,900.00 - $112,700.00 / Annually

The 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 email [email protected] or 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 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.

Washington University is dedicated to building a 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.