EEB Graduate Program Administrator (Part-time) - Biology

Scheduled Hours
20

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:

Database Tracking and Student Administration

• There are currently 25 EEB students at different levels. Each student must be tracked through every step of their education to make sure that they are meeting all of their milestones.
• Use an existing database tracking system or come up with a different database (which is separate from Workday), to manage student progress.
• QE committee: Each student has a QE committee of 3 members, and they need to have regular meetings with their committees. This position sets those up, communicates with committee members and tracks progress for students in database.
• Thesis committee: This position tracks the thesis committee from making sure that it’s formed, to keeping track of proposal, and meeting updates in the database.
• Monitor the student GPA (3.0 or higher).
• Track student progress as MTE’s, which involves three workshops that they must complete.
• Registration audits must happen ahead of registration period each semester. Every student must be tracked and contacted to make sure they are aware of the classes they need to take to meet their milestones. Follow up and make sure that they signed up for the right classes and communicate with them if they didn’t.
• When faced with performance or personal issues, identifies when Program Director, Associate Dean, Student Health or Office of Graduate Studies are to be notified about an issue and steps to resolve the issue (counselor, tutor, additional courses, etc.).

Recruitment

• Schedule admissions committee meetings in consultation with the Admissions Committee Chair (2 meetings per year).
• Collect and track the applicants. Communicate with them, and a travel agency, about travel dates and logistics.
• Once all travel dates have been decided, send the list to Travel Plex and email the applicants about reaching out to that agency to make their flight arrangements.
• Reserve rooms at the Knight Center for their lodging and communicate all of that information to each applicant.
• Help arrange weekend activities for recruitment. This may involve researching and booking tour experiences, working with current EEB students who help entertain applicants, and sending out itineraries to applicants.
• Onboard new students.

Courses, Advising, Graduation

• Manage course listings updates in Workday each semester. Contact instructors about changes and approvals, enter data into Workday system, communicate with students about courses that are offered.
• Communicate with students about setting up advising meetings with their mentors ahead of registration each semester so that they have proper approval to enroll.
• Enter grades in Workday for every student's research, based on faculty evaluations.
• Perform graduation checkouts, and communicate with graduate registrar’s office about intent to graduate, exceptions, final exams and certifications.

General Administration

• Keep track of the programs budget and create expense reports in Workday for anything purchased for the program.
• Schedule steering committee meetings, attend the meetings and take notes.
• Help plan student events (Welcome event, retreats/camping treats, etc.).
• Maintain accurate email lists for students and faculty.

Other duties as assigned.

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, Interpersonal Communication, Multitasking, Prioritization of Tasks, Problem Solving, Project Administration, Project Coordination, Resource Utilization, Sound Judgment, Student Support Services

Grade
G09-H

Salary Range
$23.37 - $36.19 / Hourly

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 CandidateQuestions@wustl.edu  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
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of 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.