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 academ