Program Associate for Doctoral Programs

North Carolina State University; North Carolina; Hybrid; USD 48,000 - 50,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Flexible Spending Account

Retirement Programs

Disability Plans

Life Insurance

Accident Plan

Paid Time Off

Holidays

Tuition Assistance

Childcare Benefits

Wellness Programs

Wellness & Recreation Membership

Job summary

North Carolina State University is seeking a Program Associate for Doctoral Programs in the College of Design. This role oversees the student lifecycle, from recruitment through graduation, acting as the primary liaison between the Graduate School and the program to ensure admissions compliance, degree milestones, and contract administration.

Responsibilities include coordinating fiscal operations, scheduling, and major program events, while maintaining records, updating websites, and supporting

Qualifications

• Bachelor’s degree or equivalent combination of training and experience.
• Knowledge of graduate academic policies, admissions compliance, and degree milestone tracking.
• Proficiency with university systems such as SIS, GARS, and Apply Yourself.
• Experience with WordPress or InDesign is preferred.

Responsibilities

• Advise doctoral students on course planning, registration, and program requirements.
• Manage admissions compliance, degree milestones, and contract administration.
• Coordinate budgeting, purchasing, and HR tasks for the program.
• Plan and execute graduate program events and logistics.
• Maintain program websites and internal resources (Moodle, WolfWare).

Skills

Graduate policies

Admissions compliance

Degree milestone tracking

Student services experience

University systems knowledge

Education

Bachelor's degree

Tools

SIS

GARS

Apply Yourself

WordPress

InDesign

Job description

Posting Details

Job Posting Information

Posting Number PG194943SP

Internal Recruitment No

Working Title Program Associate for Doctoral Programs

Anticipated Hiring Range $48,000 - $50,400

Work Schedule Monday - Friday, 8:00 am - 5:00 pm; with the option for hybrid/remote schedule

Job Location Raleigh, NC

Department College of Design

About The Department

The College of Design offers comprehensive undergraduate and graduate study in architecture, art + design, graphic design, industrial design, and graduate studies in landscape architecture, through a range of degree programs including two doctoral degree programs in Design—the PhD and the Doctor of Design. Administratively, the College of Design’s academic units are served by four centralized support centers: Finance and Administration; Student and Academic Services; Academic Support; and External Relations.

Wolfpack Perks And Benefits

As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone.

What we offer:

• Medical , Dental , and Vision
• Flexible Spending Account
• Retirement Programs
• Disability Plans
• Life Insurance
• Accident Plan
• Paid Time Off and Other Leave Programs
• 12 Holidays Each Year
• Tuition and Academic Assistance
• And so much more!

Attain Work-life balance with our Childcare benefits, Wellness & Recreation Membership , and Wellness Programs that aim to build a thriving wolfpack community.

Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.

Essential Job Duties

The University Program Associate manages the comprehensive student lifecycle for the Doctoral Programs (PhD and DDes) in the College of Design, providing expert administrative support from recruitment through graduation. Serving as the primary liaison between the Graduate School and program, this role oversees admissions compliance, degree milestone tracking, and GSSP contract administration. By coordinating fiscal operations, instructional scheduling, and marquee program events, the Coordinator ensures seamless operational success and policy alignment for both graduate and doctoral students and the college community.

Student & Faculty Services

• Advise doctoral students (DDes and Ph.D.) on course planning, registration, and program requirements.
• Oversee program communications, including listserv management and timely updates on enrollment, tuition, events and key deadlines.
• Track student progress and milestones; coordinate with Director of Graduate Programs (DGPs) and the Graduate School; monitor exams, electronic theses and dissertations ( ETD ) deadlines, and degree audits to ensure compliance.
• Manage the (student/applicant) application lifecycle, including international requirements (English proficiency), faculty reviews, and enrollment monitoring.

Program & Event Coordination

• Plan, schedule, and execute major graduate and doctoral program events, including Immersion Week, Symposium, defenses, forums, and professional development activities. Manage all logistics to ensure seamless event delivery.
• Coordinate and manage workshop logistics, guest speakers, and provide virtual event technical support.
• Oversee communications, registration, and logisitics for co-sponsored lectures and student-focused events.

Administration & Technology

• Maintain accurate, up-to-date records for all active students and faculty.
• Collaborate with the Finance team and Scheduling Officer on course scheduling, instructional planning, and related administrative tasks.
• Maintain and update program websites, internal resources (Moodle), and handbooks, and stay current with university tech platforms (Google Drive, Panopto, WolfWare).
• Provide administrative support for faculty meetings, including scheduling, documenting, and distributing minutes, and maintaining faculty documentation.

Budget, Finance & HR

• Support budget tracking, purchasing, and assist with HR tasks as needed.
• Reconcile PCards, oversee vendor payments, contracts, and honoraria, and manage purchasing for supplies and student association activities.
• Administer fellowships, travel awards, and honoraria, ensuring timely processing and compliance with program policies.
• Assist leadership on assistantship appointments, faculty buyouts and hiring processes, coordinate doctoral contracts with HR and Budget Office, and verify student eligibility for assistantships (TA/RA).
• Collaborate with the Budget Office and Department Head’s suite to manage financial processes, budget tracking, and reporting.

Assessment & Reporting

• Collect and manage program data (student milestones, publications, events).
• Support university reporting and develop assessment visuals; analyze and report on admissions, retention, and graduation data; communicate policy updates to the college.

Other Responsibilities

• Other responsibilities may be assigned as needed for the operation of the office.

Qualifications

Minimum Experience/Education

Bachelor’s degree; or an equivalent combination of training and experience.

All degrees must be received from appropriately accredited institutions.

Preferred Qualifications

• Knowledge of graduate academic policies, admissions compliance, and degree milestone tracking from enrollment through graduation.
• Proficiency in managing student contracts, assistantship eligibility, and departmental financial processes like p-card purchasing and travel awards.
• Professional experience in graduate or undergraduate student services.
• Proficiency with university-level systems such as SIS , GARS , and Apply Yourself.
• Experience utilizing advanced visual or web-based software, including WordPress, InDesign, or comparable tools.

Required License Or Certification

• N/A

Valid NC Driver's License required No

Commercial Driver's License Required? No

Recruitment Dates and Special Instructions

Job Open Date 04/02/2026

Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.) 04/09/2026

Position Details

Position Number 00106851

Position Type SHRA

Position Classification Band Title University Program Associate

Position Classification Band Level Journey

Position Classification Salary Range $ 35,589 - $ 64,499

Salary Grade Equivalency NC09

Alternate Option If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Full Time Equivalent (FTE) (1.0 = 40 hours/week) 1.00

Appointment 12 Month Recurring

Mandatory Designation - Adverse Weather Non Mandatory - Adverse Weather

Mandatory Designation - Emergency Events Non Mandatory - Emergency Event

Time Limited Position No

Department Id 120101 - College of Design

EEO

NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity.

If you have general questions about the application process, you may contact Human Resources at [phone] or [e-mail].

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.