Program Associate for Doctoral Programs

North Carolina State University; Raleigh (NC); 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

Paid Time Off and Other Leave Programs

12 Holidays Each Year

Tuition and Academic Assistance

And so much more!

Job summary

NC State University in Raleigh, NC, seeks a Program Associate for Doctoral Programs to support its College of Design. The role involves advising doctoral students, coordinating events and communications, plus managing records and administrative tasks across budgeting, HR, and student services.

Ideal candidates will have a bachelor’s degree and experience with graduate program operations, and familiarity with SIS, GARS, and Apply Yourself is a plus.

Qualifications

• Bachelor's degree or equivalent combination of training and experience.
• All degrees must be from accredited institutions.

Responsibilities

• Advise doctoral students on course planning, registration, and program requirements.
• Oversee program communications and enrollment updates.
• Track student progress and coordinate with DGPs and the Graduate School; monitor degree milestones.
• Manage application lifecycle, including international requirements and enrollment monitoring.

Education

Bachelor's degree

Tools

SIS (Student Information System)

GARS

Apply Yourself

Job description

Job Posting Details

Posting Number: PG194943SP

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 Propositionand 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

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: 04/09/2026 (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.)

Notice to Applicants

Please make sure that the work history you list on your application is identical to the work history listed on your resume. The application must be filled out completely, do not use the phrase "see resume".

Special Instructions

Please include as attachments a resume/CV, cover letter, and contact information for at least 3 professional references.

If you have any questions, please contact Newton D'Souza at [e-mail].

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

Time-Limited Appointment Length (if applicable):

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.