Academic Coordinator - Arts & Sciences

Position Summary
Responsible for managing the graduate program in collaboration with the Graduate Chairperson. This includes handling application procedures, monitoring the academic progress of current graduate students, and conducting external surveys to evaluate the effectiveness of the program. Additionally, oversee various aspects of the undergraduate program. This involves overseeing the printing and grading of exams for major courses, managing textbook orders and desk copies, and processing special grade reports. Furthermore, this position will ensure that courses for both the graduate and undergraduate programs are regularly updated in the appropriate university systems. Regularly update the university Bulletin and make certain that all program and department related changes are accurately reflected in the program materials and documentation.

Job Description

Primary Duties & Responsibilities

• Administer, compile and monitor all Ph.D. and Masters applicant files, coordinating the overall process so that all Graduate School of Arts & Sciences deadlines are met: maintain and analyze Slate database, compile files and counsel applicants on the completion status of their application; disseminate completed applicant files to the Graduate Chairperson and Graduate Committee for evaluation; calculate mean of applicant files; audit files to select those qualified for special WU graduate fellowships and send copies of files to Graduate School of Arts & Sciences; coordinate two orientation weekend visits for accepted candidates; and maintain contact with incoming students over the summer to ensure that they attend in the fall; coordinate student orientation and training activities.
• Maintain and monitor graduate student files, initiate ongoing audits of internal SIS records for Ph.D. and Masters students, advising faculty of students of concern. Participate and attend Graduate Committee meetings including Graduate Qualifying Exam meetings. Write students’ annual performance letters, outlining their progress on major milestones (qualifying exams, language requirement, major and minor orals, Intent to Graduate forms, etc.), and submit necessary forms to the Graduate School of Arts & Sciences for all milestones. Assist Graduate Chair in decisions on financial support and write letters to students outlining their financial support for the upcoming year. Act as the main contact for graduate student questions and concerns. Collaborate closely with career advisors and academic advisors to provide comprehensive support and guidance to current graduate students.
• Responsible for managing the comprehensive exam administration process for the largest undergraduate Statistics and Data Science courses. This involves scheduling, printing, assembling, proctoring, and grading exams throughout the semester. Typically, each course includes two to three midterms and a final exam, serving approximately 2,000 to 3,000 students. Collaborate with the Director of Undergraduate Studies to coordinate evening exams, ensuring effective communication and timely collection of exam masters from participating faculty members. Update the WUCRSL roster for each course, enabling the creation of accurate seating charts for all exams. In partnership with the IT Manager, facilitate the exam printing process, ensuring all necessary exams are printed and organized appropriately. Assemble exam boxes for each room, ensuring they contain the correct exams in the proper seating order. Assign and communicate procedures and responsibilities to proctors, ensuring smooth exam administration. Collaborate with the IT Manager to scan all completed exams using Gradescope for grading purposes, promptly addressing any issues related to missing or duplicate exam records. Maintain effective coordination with Disability Resources and the Athletic Department to accommodate special arrangements for students who are unable to take exams during the usual exam time.
• Responsible for ordering all textbooks and desk copies for all Statistics and Data Science courses. This includes maintaining regular communication with the Campus Bookstore and publishers' book representatives to ensure timely and accurate ordering. Responsible for accurately entering special grade reports and diligently maintaining course information for each semester. Additionally, ensure that the department, undergraduate program, and graduate program information is kept up to date and accurately reflected in the university Bulletin through timely updates.
• Perform other duties as assigned.

Preferred Qualifications

• Some college.
• One to three years of office experience.
• Excellent clerical skills.
• Excellent verbal and writing skills.
• Ability to work with frequent interruptions.
• Aptitude and initiative to learn new computer skills.
• Knowledge of Workday, Slate, SIS, and WUCRSL.
• Proficiency in Microsoft Windows word processing, spreadsheets, databases, and email.
• Highly motivated individual who is a self-starter with strong organization skills and strong interpersonal skills.
• Ability to work with minimal supervision.
• Conscientious with details and deadlines.
• Very friendly and outgoing.
• Ability to communicate diplomatically orally and in writing.
• Willing to take on new tasks and work as a member of a team.
• Intermediate computer skills including knowledge of computer applications and programs including Word, Outlook, Excel, PowerPoint and Access.
• Good organizational and interpersonal communication skills to deal effectively with a broad and diverse range of people.
• In-depth knowledge of office procedures.
• Accuracy and attention to detail.

Required Qualifications

High school diploma or equivalent high school certification and two years of administrative office experience.

Grade
G07-H

Salary Range
$18.91 - $29.32 / 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 [email protected]  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.