Scheduled Hours

37.5

Position Summary

To assist the Director of Clinical Training (DCT) and the Director of Graduate Studies (DGS) in all administrative duties pertaining to graduate students of Psychological and Brain Sciences.

Job Description

Primary Duties & Responsibilities:

Admissions and Recruitment:

•Receive, process, and coordinate all applications to the PhD graduate research program areas in the Department of Psychological & Brain Sciences through selection of the incoming class. This includes sending admission offer letters to selected applicants, monitoring acceptance/decline responses, and sending additional admission offer letters to wait-listed applicants, if directed.

•Coordinate the Graduate Recruitment week activities: send emailed invitation letters to selected applicants for interview event; track RSVPs communicating responses to inviting faculty; work closely with attending applicants for any questions they might have; prepare an interview schedule for each visiting applicant; coordinate department provided meals; coordinate travel schedules.

•Coordinate recruitment materials for mailing and electronic distribution around the country.

Post-Admissions – Incoming Class:

•Communicate regularly with newly admitted students as they prepare to move to St. Louis.

•Coordinate department orientation event for incoming students – luncheon with all faculty members, presentation by department chair and DGS, presentation by student officers of the Psychology Graduate Student Association (PGSA).

Student Records Management:

• Maintain and manage all graduate student records for completion of various stages of the graduate program, including notifying those students (emailing as DGS), at designated time points, who are in danger of being put “on probation” due to not meeting completion milestones in the designated timeframe.

• Manage student funding from Office of Graduate Studies and external support.

• Create and distribute letter to all students outlining approved department stipend support for each academic year; ensure award letters for outside support sources have been delivered to students and a copy is in their files.

• Coordinate graduate students’ bi-annual portfolio curriculum vitae updates and faculty evaluations for student files. Written evaluation form submission is tracked to ensure regular communication between faculty members and their students about progress in their program.

• Track attendance for various graduate student seminars and ensure students are meeting their requirements. 

• Coordinate and manage various graduate student exam and defense milestones.

• Monitor The Office of Graduate Studies Portal for deadlines, calendar items, form submissions, etc.

• Manage, maintain and update online student/alumni database with current student milestone information through dissertation defense and employment information post-graduation; regularly contacting graduates periodically to confirm current information is unchanged or update with promotions, location changes, etc.

• Maintain records for, and correspondence with accreditation associations.

• Work directly with Director of Clinical Training and Director of Graduate Studies for program requirements

• Other duties as assigned.

Academic Administrative Support:

• Manage and enter graduate level courses in WUCRSL.

• Assign Assistants in Instruction to courses for the fall and spring semesters.

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:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications:

No specific certification is required for this position.

Work Experience:

Administrative (2 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

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

Preferred Qualifications