EEB Graduate Program Administrator; Part-time - Biology

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.

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• Track each of the 25 EEB students through every step of their education to ensure milestone completion.
• Use an existing database tracking system or create a separate one (not Workday) to manage student progress.
• Coordinate each student’s QE committee of 3 members, set up meetings, communicate with members, and track progress in the database.
• Track thesis committees from formation, through proposal and meeting updates, in the database.
• Monitor student GPA (must be 3.0 or higher).
• Track MTE progress, which involves three required workshops.
• Conduct registration audits ahead of each semester, ensuring students are aware of required classes and have registered correctly.
• Identify performance or personal issues and determine when to notify Program Director, Associate Dean, Student Health, or Office of Graduate Studies; recommend resolution steps (counselor, tutor, additional courses, etc.).

• Schedule admissions committee meetings with the Admissions Committee Chair (2 meetings per year).
• Collect and track applicant data, communicate with applicants and travel agencies about travel dates and logistics.
• After finalizing travel dates, send lists to Travel Plex and email applicants to arrange flights.
• Reserve lodging rooms at the Knight Center and communicate details to applicants.
• Organize weekend recruitment activities, including researching and booking tours, coordinating with current EEB students, and sending itineraries.
• Onboard new students.

• Update course listings in Workday each semester; contact instructors for approval and enter data into the system.
• Communicate with students to schedule advisory meetings with mentors before registration to secure enrollment approvals.
• Enter research grades in Workday based on faculty evaluations.
• Perform graduation checkouts and coordinate with the Registrar’s office regarding intent to graduate, exceptions, final exams, and certifications.

• Track the program budget and create expense reports in Workday for all program purchases.
• Schedule and attend steering committee meetings; take minutes.
• Help plan student events such as welcome events, retreats, and camping trips.
• Maintain accurate email lists for students and faculty.

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  Job Location /
  
  Working Conditions:
  
  Normal office environment.
• Physical Effort: Typically sitting at a desk or table.
• Equipment: Office equipment.

The above statements describe the general nature and level of work performed by people assigned to this classification. They are not an exhaustive list of all job duties.

• Required Qualifications: High school diploma or equivalent or a combination of education and/or experience.
• Certifications/Professional Licenses: No specific certification or professional license is required.
• Work Experience: Administrative (3 Years).
• Skills: Not Applicable.
• Driver’s License: Not required.

• Bachelor’s degree.
• No additional certifications/licenses unless specified elsewhere in the posting.
• No additional work experience unless specified elsewhere in the posting.
• 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 per hour.

WashU seeks highly motivated individuals who can perform duties consistent with our core mission and guiding principles.

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