Incumbent is responsible for overseeing the academic departments' day-to-day business functions with minimal supervision. Serves as contact person for questions regarding university, school and department policies and procedures from faculty, staff, students, and the public. Resolves and/or troubleshoots student problems. Serves as the first line of contact with students and other departments of the University. Incumbent reports to the Department Chair.
Duties and Responsibilities
Student Academic Services:
Processes student academic forms (i.e.: registration, add, drop, withdrawal, transfer of credit, change of grade, advancement to candidacy, and petition to graduate), including data-entry and routing forms to appropriate departments.
Collaborates with school and university staff to ensure accuracy and efficiency in processing student files.
Maintains accuracy and confidentiality of student records.
Assigns faculty advisors to students.
On-boards new students. Enters data into departmental tracking systems and university systems. Generates initial program of study template to be utilized and developed in initial advising session with faculty.
Coordinates with department chair and program leads to revise and update layout and design of program of study templates.
Assist department chair by monitoring and reporting on student progress through their programs in accordance with published academic policies and procedures, including Advancement to Candidacy.
Identifies student populations, such as students who have not advanced to candidacy, students with holds, and enrolled students who have not registered.
Conducts analyses of student records and programs of study to track enrollment and work with students to identify and resolve any barriers to enrollment.
Communicates with students, staff, and faculty to ensure timely resolutions.
Sends book order requests to all faculty teaching for the Graduate Department of Education. Verifies orders and sends them to bookstore. Follow up on missing book orders. Orders desk copies for faculty as needed.
Coordinates mailing of course materials to students in online courses.
Monitors Concourse to ensure course syllabi are submitted. Assists faculty if needed.
Monitors grade entry and notifies faculty of missing grades. Assists faculty if needed.
Enters payment invoice and voucher forms in Concur.
Coordinates with faculty on course scheduling based on student tracking and course projections.
Ensures accurate data-entry.
Assists chair with creating and maintaining master schedule. Advises on schedule changes based on student projections.
Reviews course offerings and class size. Recommends to department chair improvements in course scheduling.
Works with university staff to assign classrooms.
Adjunct Faculty Hiring:
Coordinates the adjunct faculty new-hire process.
Reviews new-hire forms for accuracy and completeness.
Assists new adjuncts with completing hire forms, orients new adjuncts to departmental, school, and university policies and procedures.
Assists department chair in the preparation of the new academic year graduate catalog.
Active participant in the revisions process with the goal of making the catalog copy cleaner and easier for students to understand degree and certification requirements.
Prepares Graduate Council forms, reviews forms for accuracy.
Makes corrections to the draft catalog as content editor.
EdD Doctor of Education Program Support
Provides support to the program director on special projects, as needed. Contributes to activities that foster program growth.
Disseminates welcome materials to program students.
Coordinates with EdD director for administrative and clerical support for the program to be offered in other campuses and online.
Collects prospective student data from the Certification Officer. Maintains a tracking sheet; leads outreach and communication with prospective students.
Notifies doctoral candidates regarding commencement preparation, including the ordering of regalia and dissemination of information (parking, invitation of family and friends, etc.), when needed.
Provides support for the venue reservations and dissemination of information regarding all defense meetings, research seminars, writing workshops, and special program events.
General Administrative and Support:
Actively involved in long-range planning of department goals.
Processes department documents requiring office procedural knowledge, reviews for accuracy and completion, obtains signatures, routes
Aids students, faculty, and staff with university processes and paperwork and directs students to university faculty and personnel, as necessary.
Maintains departmental calendar, schedules departmental meetings, adjunct faculty meetings and special events. Coordinates meeting locations, participants, and catering as needed. Coordinates communication. Acts as recording secretary at departmental meetings.
Communicates with faculty, staff, and students in a timely manner to resolve issues arising due to inconsistencies, missing data, or missing information.
General administrative and clerical
Assists GDE with special events.
Work with designated digital applications or platforms that our School of Education and University subscribe to.
Other duties, as assigned.
Location: Webster Groves Campus-WEBG
Two years of college or more of coursework and/or equivalent experience.
2-4 years of equivalent experience.
True sense of customer service; the ability to work well with others and effectively assist students, staff, faculty, and the public cooperatively and courteously.
Computer literate; knowledge and experience in the use of current administrative software.
Excellent problem-solving, organizational, and decision-making skills.
Advanced knowledge of, or the ability to learn, university policies and procedures.
Detail-oriented with the ability to prioritize multiple deadlines.
Knowledge of office processes and procedures and above average typing skills.
Ability to communicate effectively both orally and in writing.
Ability to maintain confidentiality and work with minimal supervision.
Knowledge of Office 365 is a plus.
Department Graduate Dept of Education-GDE
Special Instructions For Applicant $16.79 per hour plus full comprehensive benefits including generous time off and immediate tuition benefit.
Physical Demands Within the normal range of an office environment.
With its home campus in St. Louis, Missouri, USA, Webster University comprises an action-oriented global network of faculty, staff, students and alumni who forge powerful bonds with each other and with their communities around the globe. Founded in 1915, Webster is a private non-profit university with students studying at campus locations in North America, Europe, Asia and Africa and in a robust learning environment online. The university is committed to ensuring high-quality learning experiences that transform students for global citizenship and individual excellence.