Graduate Program Coordinator (Hybrid) - Biomedical Engineering

Scheduled Hours

37.5

Position Summary

The Doctoral 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 working with the directors of doctoral studies to assist in building the program's brand to attract high quality Ph.D. candidates to the top-ranked department of biomedical engineering (BME). This person is responsible for organizing events related to recruiting, department-specific orientation events, graduate seminar series and contributing to 1st year experience of the matriculating doctoral students. Responsible for requests and tracking of faculty who seek to mentor graduate students. This position is expected to work collaboratively with the Masters' Degree Program Coordinator and Directors of Doctoral Studies in BME, as well as the staff supporting graduate education in the McKelvey School of Engineering.

This position is responsible for developing an admission development strategy for attracting high quality Ph.D. candidates, building the program's brand and creating new paths to improve professional development opportunities for those students. Responsible for organizing recruiting events and interviews, responsible for organizing department-specific orientation events, and contributing to 1st year experience of matriculating PhD student body. Responsible for requests and tracking of faculty who seek to mentor graduate students. This position is expected to work collaboratively with the Masters' Degree Program Coordinator and Director of Doctoral Studies in BME, as well as the staff supporting graduate education in the McKelvey School of Engineering.

Job Description

Primary Duties and Responsibilities

• Works with the doctoral admissions committee to coordinate all aspects of recruitment and admissions including but not limited to email inquiries from applicants, coordinating travel and itinerary for spring visits, and sending welcome emails to new students.

• Attends annual recruitment meetings hosting department table.

• Organizes graduate department seminars. Schedules appointments, meetings, and travel arrangements for seminar speakers during their visits. Prepares visitor itineraries. Schedules and maintains daily appointment calendars, coordinates meeting details and confirmations.

• Tracks and coordinates student placement in teaching experiences including the mentored teaching experience.

• Plans, coordinates, and manages events and programming for the department related to graduate education. Provides logistical support and preparation for events including in-person and virtual presentations, student interviews, and special events that occur on- and off- campus.

• Provides support for the directors of doctoral studies (DDS) and work of the doctoral affairs committee (DAC) by attending meetings, create agendas and take minutes.

• Provides support for the BME doctoral council (BMEDC). Attends meetings as a representative of the department. Supports social and networking events for BMEDC and student body including retreat, professional development events, poster events for department centers, and PhD showcase day.

• Compiles data and prepares reports as directed by the directors of doctoral studies.

• Performs other duties as assigned.

Working Conditions

• Hybrid, private office for work on-site two to three days per week desired; flexibility to accommodate work schedules as needed.

• May require travel between Danforth and Medical School campuses.

• Will require conference travel overnight two to three times per year (two to three days per trip).

Preferred Qualifications

• Bachelor's of Arts degree in social science, communications, humanities discipline.

• Some administrative experience working in a fast-paced and varied environment.

• Previous office experience essential, with computer proficiency in Microsoft Office applications including Word, Excel, Teams.

• Experience in higher education and working with international students, faculty, educational support staff, and /or mentors.

• Experience working across multiple disciplines within a University setting.

• Working knowledge with Microsoft Office suite including Teams, remote meeting management, databases, spreadsheets, social media and/or marketing materials.

• Ability to organize multiple tasks and frequent deadlines in parallel and to work independently, excellent oral and written communication particularly in working with students, and critical thinking skills.

• High level of discretion and understanding of the handling of private 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.

• Excellent oral and written communication skills.

• Ability to relate well to prospective students to understand their needs.

• Ability to manage travel to conferences and set-up and tear down booths.

• Well-developed time management abilities as well as ability to work with limited supervision.

• Typical administrative office computer programs and communication programs familiarity (Slate, Zoom, Word, Outlook, Excel, Access, surveys, schedulers).

Required Qualifications

• High school diploma or equivalent high school certification.

• Three years of relevant experience.

Grade

G08-H

Salary Range

$20.76 - $32.21 / 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.

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

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We've got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. 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, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment - fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.