Graduate Program Administrator (Hybrid) - DBBS Graduate Program Administration

Washington University in St. Louis; St. Louis (MO); On-site; USD 46,000 - 75,000; Full time

Benefits offered by this job

Vacation days

Health insurance

Transit pass

Retirement plan

Job summary

Washington University in St. Louis is seeking a capable program administrator to oversee graduate program operations and student support. You will coordinate student lifecycle activities, advise students, manage budgets, and ensure FERPA compliance while collaborating with multiple campus offices.

The role emphasizes attention to detail, confidentiality, and strong communication. Normal office environment; STL campus; competitive benefits package.

Qualifications

• High school diploma or equivalent required.
• Administrative experience preferred (3 years).
• No specific certification or professional license required.

Responsibilities

• Student lifecycle management, including recruitment, onboarding, advising, and milestones.
• Advocate for graduate students and coordinate with university offices for support.
• Plan and manage program activities, orientation, retreats, and events.
• Administer contracts for retreats/events and monitor budgets.
• Maintain accurate records and ensure FERPA compliance.
• Perform other duties to support program goals and operations.

Skills

Academic Administration

Academic Advising

Budget Management

Communication

Confidentiality

Critical Thinking

Detail-Oriented

Financial Administration

Interpersonal Communication

Multitasking

Prioritization

Problem Solving

Program Administration

Project Coordination

Resource Utilization

Sound Judgment

Student Support Services

Education

High school diploma

Bachelor’s degree

Job description

Location

ST. LOUIS, MO 63110

Scheduled Hours

37.5

Position Summary

Manages and coordinates all aspects of assigned program(s). Provides oversight to Program Directors and faculty to ensure students reach all milestones in a timely manner. Understands, interprets, and articulates the policies and guidelines of the Programs, DBBS, and University.

Job Description

Primary Duties & Responsibilities:

Student Lifecycle Management

• Oversees student progress through all phases of graduate education, including recruitment, admissions, onboarding, academic advising, lab rotations, thesis lab selection, qualifying exams, thesis committee coordination, thesis defense, and graduation.

Student Advocacy and Support

• Serves as a trusted representative and resource for graduate students.
• Identifies appropriate support services and coordinates with WashU offices to assist students facing academic, professional, or personal challenges.

Program Operations and Event Coordination

• Plans and manages all program activities, including recruitment visits, orientation for incoming classes, overnight retreats, and special events.
• Administers financial contracts for retreats and events, ensuring compliance and cost-effectiveness.
• Oversees annual program budget to ensure funds are allocated appropriately and objectives are met within financial guidelines.

Records and Compliance Management

• Maintains accurate student and alumni records in the appropriate databases and WashU systems.
• Ensures adherence to FERPA regulations and safeguards the confidentiality and integrity of official student records.
• Ensures academic policies and procedures are followed.

Additional Responsibilities

• Performs other duties as assigned to support program goals and operations.

Working Conditions:
Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at 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:

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 (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:

Bachelor’s degree

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:

Academic Administration, Academic Advising, Budget Management, Communication, Confidentiality, Critical Thinking, Detail-Oriented, Financial Administration, Interpersonal Communication, Multitasking, Prioritization, Problem Solving, Program Administration, Project Coordination, Resource Utilization, Sound Judgment, Student Support Services

Grade

G09

Salary Range

$45,600.00 - $75,300.00 / 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 [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.