Program Associate for Doctoral Programs

NC State University; Raleigh, Northern (NC, KY); Hybrid; USD 48,000 - 50,000; Full time

Benefits offered by this job

Childcare benefits

Wellness & Recreation Membership

Wellness Programs

Job summary

NC State University in Raleigh, NC, is seeking a University Program Associate to manage the Doctoral Programs in the College of Design. The role coordinates admissions compliance, degree milestones, and contracts, while aligning fiscal operations and event planning with university policies.

You will work across graduate services, scheduling, and communications to support doctoral students and faculty, ensuring timely updates and robust program administration.

Qualifications

• Bachelor’s degree; or an equivalent combination of training and experience.
• All degrees must be received from appropriately accredited institutions.

Responsibilities

• Advise doctoral students (DDes and Ph.D.) on course planning, registration, and program requirements.
• Oversee program communications, including listserv management and enrollment updates.
• Track student progress and milestones; coordinate with DGPs and Graduate School; monitor exams and degree audits.
• Manage the application lifecycle, including international requirements and enrollment monitoring.
• Plan and execute major graduate program events, including Immersion Week, Symposium, defenses, and professional development activities.
• Coordinate workshop logistics, guest speakers, and virtual event tech support.
• Maintain up-to-date student and faculty records; collaborate on scheduling and planning.
• Maintain program websites, Moodle, and university tech platforms; support faculty meetings.

Job description

Please see Special Instructions for more details.

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].

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

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.

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.

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

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

Valid NC Driver's License required No

Commercial Driver's License Required?

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.)

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

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 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)

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

Appointment

12 Month Recurring

Mandatory Designation - Adverse Weather

Mandatory Designation - Adverse Weather Non Mandatory - Adverse Weather

Mandatory Designation - Emergency Events

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.

Supplemental Questions

• * How did you learn of this opportunity?
  • NCSU Website
  • Job Alert (automated email from our system)
  • NCSU Executive Search Services
  • Monster.com
  • CareerBuilder.com
  • InsideHigherEd.com
  • HigherEdJobs.com
  • Other Online Job Board
  • Carolina Job Finder / Employment Guide
  • Job / Career Fair
  • The Chronicle of Higher Education
  • Professional Journal
  • Print Advertisement (Newspaper / Periodical)
  • Radio / Television Advertisement
  • Professional Organization
  • Higher Education Recruitment Consortium (HERC)
  • Direct Contact from NCSU HR Representative / Recruiter
  • NCSU Employee Referral
  • Social Media (LinkedIn, Twitter, Facebook, Other)
  • Other
• If you learned about this vacancy from "other source" or "other website", please provide the source.

  (Open Ended Question)

• * Please select the response below that best describes your experience/education for the University Program Associate position.
  • High school diploma/GED and at least 4 years of related experience
  • Bachelor's, Master's, or Doctorate in any field
  • Combination of post-high school education and experience in a related area to equal at least 4 years (ex: Associate's degree and 2 years of experience)
  • Did not complete high school but have a combination of high school education and related experience to equal at least 8 years (ex. 1 year of high school and 7 years of experience)
  • None of the above
• * In the space below, please describe your professional experience as it relates to this role.

  (Open Ended Question)

• Required Documents
  • Resume
  • Cover Letter
  • Contact Information for References
• Optional Documents

NC STATE UNIVERSITY
RALEIGH, NC 27695
PHONE: [phone]