Administrative Coordinator I (Master’s Program Coordinator) - Arts & Sciences

Washington University; United States; On-site; USD 27,000 - 41,000; Full time

Job summary

Washington University in St. Louis is seeking an Administrative Program Support for the Department of Economics to assist with master's student processes and data management.

The role emphasizes program admissions, student records management, marketing outreach, and coordinating student placement and related events. Strong MS Office skills and academic administrative experience are preferred.

Qualifications

• High school diploma or equivalent required.
• Bachelor's degree and academic administrative experience preferred.
• Strong organizational and communication skills; proficiency with MS Office.

Responsibilities

• Coordinate all aspects of master's program admissions including inquiries, monitoring materials, travel for spring visits, and welcome emails to new students.
• Manage and maintain master’s program student records from application through graduation in multiple databases; ensure FERPA compliance.
• Assist with general marketing and outreach for the master's program, including content creation for marketing materials and events for prospective students.
• Coordinate master's internship events with employers, collect and post candidate materials, and manage letters of recommendation and proxy access for submission.
• Provide general administrative support including website content maintenance, mailing lists, and organizing required exams and Math Camp.

Education

High school diploma or equivalent

Bachelor's degree and academic administrative experience

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Microsoft Access

Job description

Location ST. LOUIS, MO 63130

Scheduled Hours 37.5

Position Summary

Provide general administrative project and/or program support for the Department of Economics in Arts & Sciences, with an emphasis on master's student processes and data.

Primary Duties & Responsibilities

Program Admissions

Work with the master's program committee, admissions coordinator, and career development coordinator to coordinate all aspects of the master's program admissions including email inquiries from applicants, monitoring application materials in SLATE, coordinating travel and itinerary for spring visits, and sending welcome emails to new students. Help applicants apply for various fellowships within the university. Work special projects as assigned by the Department Chair, Associate Chair, Director of Graduate Studies, Director of Master's Program Admissions, and Director of Master's Program Placement.

Student Records

Manage, store, and maintain all master’s program student records from application and admission through matriculation to graduation in various computer databases including the Graduate School Portal, soon in Student Sunrise. Work directly with the Director of the Master’s Program to make sure all requirements are met for graduation. Ensure FERPA guidelines are adhered to and protect the integrity and confidentiality of student’s official University records.

General Marketing and Outreach

Responsible for general marketing and advertisement for the master's program including the preparation of content for marketing material, website, other outlets, and organizing events for prospective students. [May include traveling and roadshows.]

Student Placement

Assist the Director of the master's program in coordinating master's internship events with employers, job market meetings, and collecting and posting all candidate materials for promotion on the department website. Coordinate photo sessions with the university resources for job market photos. Collect letters of recommendation from faculty and coordinates with them to set proxy access to send and submit the recommendation letters to various schools and employers for graduate students.

General Administrative Support

Provide website content maintenance for updating various parts of the Economics website. Manage student email lists. Organize and proctor required preliminary examinations for first-year graduate students. Organize mandatory Math Camp (Economics 508 A and B) for incoming students. Assist the Office Manager in administrative departmental duties.

Working Conditions

Workstation in an office setting. Must be able to move to various campus locations, set up tables and materials, and lift boxes of program supplies.

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/Professional Licenses

No specific certification/professional license 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.

Preferred Qualifications

Bachelor's degree and academic administrative experience

Intermediate computer skills including knowledge of computer applications and programs including Word, Outlook, Excel, PowerPoint, and Access. Strong organizational, verbal, written, interpersonal communication, and critical thinking skills to work effectively with a broad and diverse range of people. In-depth knowledge of office procedures. Accuracy and attention to detail.

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

Computer Applications, Computer Literacy, Detail-Oriented, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Procedures, Organizing, Software Program Grade G07-H Salary Range $19.29 - $29.91 / Hourly 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 [e-mail] 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. 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, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

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Institutional Mission and Culture

Washington University in St. Louis' collective success is significantly attributed to the passion and outstanding efforts of our community. Our staff, faculty and trainees are committed to excellence and dedicated to carrying out our missions of research, teaching and patient care. WashU prides itself on being a place where people matter, and serious work is done. Our people work together in an inclusive community that celebrates diverse perspectives, collaboration and innovation. We are a community of individuals inspired to work together to develop big ideas and tackle challenging problems. We value the well-being of our people. WashU strives to create a positive employee experience where staff, faculty and trainees thrive, both personally and professionally. Our employees find meaning, connection and vitality in their work and life with a healthy work-life balance and support to learn, grow and make an impact at WashU, the community and the world.