School of Business PhD Program Coordinator

LOCATION:Wayland Baptist University – Remote

SUPERVISED BY:Associate Dean, PhD in Management

POSITION CLASSIFICATION:Exempt

POSITIONS SUPERVISED: None

GENERAL RESPONSIBILITIES
:

The PhD Program Coordinator provides comprehensive administrative, operational, faculty and student support services for a doctoral-level academic program. This position serves as a primary point of contact for prospective students, current students, faculty, and university partners. The PhD Program Coordinator plays a critical role in supporting admissions processes, faculty coordination, student communications, and overall program operations.

This is a remote position with occasional travel required to support residencies, recruitment activities, and special program events.

SPECIFIC TASKS AND DUTIES:

• Assist in managing applicant communications and application tracking.
• Assist in maintaining records and admissions databases.
• Monitor admissions deadlines and ensure timely follow-up communications.
• Prepare admissions reports and enrollment statistics.

• Maintain student and program records in accordance with university policies.
• Assist with creation and distribution of emails, announcements, and program communications.
• Schedule meetings for faculty and program leadership.
• Prepare reports, meeting minutes, and correspondence.
• Monitor shared program email accounts and respond appropriately.
• Track student progress through program milestones.
• Maintain records related to dissertation committee assignments.

• Respond to inquiries from international applicants.
• Coordinate communications related to international residencies.
• Assist students with academic-related inquiries.

• Create/maintain accurate program databases and records.
• Generate reports related to enrollment, retention, admissions, and faculty workload/assignments.
• Track key program metrics and deadlines.
• Assist with accreditation and assessment documentation.

• Respond to leads generated from recruitment events and marketing campaigns.
• Coordinate communications with prospective students.
• Support social media, email campaigns, and recruitment initiatives.
• Represent the program during virtual and in-person recruitment events.

The above statements are not a complete list of all responsibilities and duties performed by employees in this job. Employee may perform other related duties as assigned by the Associate Dean
.

MINIMUM QUALIFICATIONS:

Experience and Knowledge:

• Two or more years of administrative support experience, preferably in higher education.
• Excellent written and verbal communication skills.
• Strong organizational and project management abilities.
• Experience working independently in a remote environment.
• Ability to maintain a secure and private home office suitable for conducting academic and administrative business, including confidential communications with students and faculty, while adhering to applicable university policies regarding privacy, records management, and information security.
• Proficiency with Video conferencing, Microsoft Office Suite, Teams, Outlook, Excel, and database systems.
• Ability to manage multiple priorities and meet deadlines.

• Experience supporting graduate or doctoral programs.
• Experience working with international students or international education initiatives.
• Familiarity with learning management systems (such as Blackboard).

Skills and Abilities:

• Professional communication with faculty, doctoral students, and executive-level stakeholders.
• High level of discretion and confidentiality.
• Strong attention to detail.
• Problem-solving and decision-making skills.
• Ability to build positive relationships across diverse populations.
• Ability to work independently while collaborating effectively with a remote team.

Work Environment: The work environment for this position is a standard office setting. Employees will work primarily at a desk or workstation, utilizing standard office equipment such as computers, phones, and printers. The office maintains a controlled temperature. Noise levels are generally moderate, with typical office sounds such as conversations and office machinery.

Hours of Work:
Plainview campus - Although full-time, nonexempt Plainview employees are normally scheduled to work 37.75 hours per week, the official work week for full-time salaried employees is forty (40) hours.
External campuses - Although…