Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
High school degree or equivalent high school certification and two years of administrative experience working in a fast-paced and varied environment.
Previous office experience essential with computer proficiency in applications including Word and Excel.
Three years of administrative experience.�
Experience in higher education and working with international students, faculty, and a highly multi-disciplinary team of students and mentors.
Experience working across multiple schools within a University setting highly desirable.
Working knowledge of University procedures, SIS, FIS, WUCRSL and graduate admission procedures.
Knowledge of degree requirements for all BME degrees.
Familiarization with INS regulations for visa purposes.
Ability to organize multiple tasks and frequent deadlines in parallel.
Ability to work independently.
Excellent oral and written communication skills particularly in working with students.
Critical thinking skills.
A high level of discretion and understanding of the handling of confidential information.
Ability to work under pressure, with short deadlines.
Attention to detail is essential.
Ability to work effectively with individuals from a variety of backgrounds and various levels of education.
The Graduate Program Coordinator provides support to the Director of Doctoral Studies (DDS) and all faculty members and graduate students in the areas of research and academic endeavors. This position is responsible for coordination of all PhD programs in BME and is expected to work collaboratively with the Masters’ Degree Program Coordinator and Director of Graduate Studies in BME, as well as the staff supporting graduate education in the McKelvey School of Engineering.
PRIMARY DUTIES AND RESPONSIBILITIES:
Management of Graduate Program Database that will include:
Management of student tracking database (mentor assignments and progress reports), student award tracking, student milestones and exam reports, management of affiliate faculty appointments, reports for student awards and tuition remission collected on training grants, individual awards (fellowships) and PI-initiated research grants, including award notices, dates of appointment, financial support structure, and outcomes (graduate students). Maintain files for graduate student rotations/TA completion, etc. Maintain Alumni database, PhD Educational Tracking.
This position tracks all aspects of graduate student progress, providing reporting/analysis to Chair, Administrative Assistant II and DDS. These reports will facilitate student registration, payments of stipends and fees, tuition reimbursement, tracking of TA’s time, assigning TA’s to undergraduate/graduate level courses, assigning mentors during rotation cycle and tracking of Faculty appointments outside of BME.
Manage/maintain all graduate student stipend/support and tuition remission. Coordinate with Medical School/Danforth Campus to track support/stipend recipients and tuition remission on a monthly basis.
Track and maintain student support database monthly and report to the DDS and all BME staff as necessary to meet payroll, budgetary and programming deadlines.
Notify Department Administrator/graduate students of all changes necessary in their funding status and ensure changes in timely manner. Including hire, termination, update sourcing, track sources of graduate student stipends/support and all supporting costs monthly. Prepare/distribute documents for new graduate students and refer to Department Administrator when they arrive, notify Department Administrator to change/complete roles when students change status/leave university. Notify students of changes in status and ensure compliance. Verify stipend and all supporting cost are correct for all students.
Facilitate the recruitment of new students to the PhD program in BME.
Support Director of Doctoral Studies in compiling, reviewing and evaluating prospective graduate student applicants.
Correspond with prospective graduate students (invitation letters, admission award letters, rejection letters), working closely with SEAS Graduate Admissions department as necessary.
Coordination of graduate student recruiting weekend when prospective graduate students visit campus, working closely with Director of Doctoral Studies, Graduate Programs Director and Administrative Assistant II. Coordination of Graduate Student Orientation working closely with faculty graduate student advisor and Administrative Assistant II.
Develop programs and materials to advertise BME PhD programs at Washington University locally and nationally as needed.
Scheduling of graduate student seminars (including proposal and final defense examinations).
Pre-award/Post award student-related support.
Preparation of graduate forms for defense examinations.
Insure satisfaction of degree requirements in a timely manner including preliminary qualifying examination, research rotations and thesis research proposals and progress reports. Support students’ academic progress and communication with the Graduate School as needed.
Compiling/auditing/submitting “Intent to Graduate” forms.
Provide reports on students (transcripts) and classes (enrollments) utilizing SIS and WURSL as requested.
Compile data for exit interviews upon student’s graduation.
Maintain and update departmental website regarding student statistics.
Compile reports on student awards and trainee-ships in BME, and coordinate with the Dean’s office as needed, for all units to support competitive and non-competitive grant renewals. Prepare surveys of student and mentor metrics as requested (NSF, Dean’s Office, others) and submitting data in a timely fashion.
Support and assist Graduate Program Director in recruiting, orientation, and academic celebration opportunities as needed.
Perform other duties as assigned.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Department of Biomedical Engineering. This position is for the Danforth Campus. May require travel between Danforth and Medical School campuses.
The hiring range for this position is $17.48 - $22.29 per hour.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, 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.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.