Scheduled Hours

37.5

Position Summary

Provides high level administrative/operational program and project management support for the Graduate Education program and the Doctoral Council. Plays a central part in advancing the quality, consistency, and effectiveness of PhD education across the university. Manages key governance processes, oversees academic program reviews, facilitates communication among schools and departments, and ensures smooth execution of graduate education policies and initiatives.

Job Description

Doctoral Council Support

• Coordinates all aspects of Doctoral Council (DC) meetings, including scheduling, agenda development, preparation of presentation materials, and distribution of relevant documents.
• Records and maintains accurate meeting minutes and ensures follow‑up on action items.
• Supports recruitment and onboarding of new DC members.
• Manages meeting logistics such as organizing catering arrangements, facilitating guest speaker invitations, and liaising with campus partners.

Academic Program Review Management

• Oversees the regular review cycle for PhD programs, ensuring timely communication, documentation, and adherence to established processes.
• Implements process improvements, informed by recent evaluations and stakeholder feedback.
• Assigns review committees and coordinates the solicitation, engagement, and payment of external reviewers.
• Collaborates with Vice Deans and Deans on program selection, review outcomes, and follow‑up actions.
• Conducts orientations for programs entering the review cycle and provides ongoing guidance throughout the process.
• Reviews written program reports for completeness and consistency.
• Manages survey distribution and develops faculty survey reports.
• Generates standardized metric data to support and inform program evaluation and guide decision‑making processes.
• Schedules academic program review “Action Plan” meetings between reviewers and program leadership, following the conclusion of the academic program review process. Develops procedures for delivering updates to the Doctoral Council about improvements based on “Action Plans” from previously reviewed programs.

Administration and Policy Support

• Manages internal and external enquiries related to Graduate Education.
• Provides research, analysis, and related support for graduate education policy issues.
• Contributes to drafting policy updates, communications, and guidance documents.
• Serves as a central point of contact for graduate education questions and issues across the university.
• Maintains VPGE website sections contain accurate and current information.
• Collaborates on Bulletin updates for pages related to the VPGE.

PhD Academic Requirement Support

• Serves as the primary liaison for questions, issues, and other concerns regarding the core academic requirements of the PhD experience, as stated in the Bulletin.
• Collaborates on Bulletin updates for pages related to the PhD Academic Requirements.
• Serves as the key point of contact for questions related to the guardrails and administrative guidelines to support the Mentored Experience Requirement (MER). Champions recommendations for the change to the MER guardrails, administrative processing, and other operational steps.
• Liaises with the school academic operations staff as needed to gather feedback and input on potential policy or requirement changes.

Other duties as assigned.

Working Conditions:

Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at desk or table.
• Repetitive wrist, hand or finger movement (PC Typing).

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/Professional Licenses:

No specific certification/professional license 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

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Analytical Thinking, Computer Literacy, Conducting Assessments, Confidentiality, Creating Action Plans, Detail-Oriented, Effective Written Communication, Interpersonal Relationship Management, Microsoft Office, Presentation Development, Problem Solving, Program Evaluations, Program Reviews, Qualitative Analysis, Quantitative Analysis, Relationship Building, Resourcefulness, Self Motivation, Teamwork, Verbal Communications, Working Independently

Grade

G12

Salary Range

$58,400.00 - $99,700.00 / 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.