Graduate Program Administrator (Hybrid) - DBBS Graduate Program Administration

Washington University; United States; On-site; USD 46,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Transit benefit

Tuition assistance

Job summary

WashU seeks a dedicated administrator to manage and coordinate graduate program operations, supporting program directors and faculty to ensure students meet milestones.

The role covers student lifecycle, advising, budgeting, records, and compliance, with emphasis on advocacy and service to graduate students while collaborating with university offices.

Qualifications

• Education: High school diploma or equivalent high school certification or combination of education and/or experience.
• Work Experience: Administrative (3 Years)
• Certifications/Professional Licenses: No specific certification/professional license is required.
• Education: Bachelor's degree

Responsibilities

• Oversee student progress through recruitment, admissions, onboarding, advising, rotations, exams, thesis coordination, and graduation.
• Serve as resource for graduate students and coordinate with WashU offices to assist students facing challenges.
• Plan and manage all program activities, including recruitment visits, orientation, retreats, and events.
• Administer financial contracts for retreats and events, ensuring compliance and cost-effectiveness.
• Oversee annual program budget to ensure funds are allocated appropriately.
• Maintain accurate student and alumni records and FERPA compliance.
• Perform other duties to support program goals.

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

Bachelor's degree

Job description

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.

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 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.

Job Alerts

Q: Can I create a job alert to notify me when jobs of interest are posted? A: Yes! After you create a Candidate Home account, you can set up and manage job alerts to be sent to you either daily or weekly, according to the filters you select. You can add, edit, or delete job alerts at any time. You will need to opt in to communications from WashU when you set up your first alert and will only receive alerts for jobs posted after the alert has been created. Set alerts today so you do not miss any new opportunities!

Company 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.