Ph.D. Program Manager - Public Health Sciences

Position Summary
The Program Manager plays a leadership role in executing the day-to-day operations of the PhD in Public Health Sciences program and is the primary liaison for the program to internal and external constituents. It collaborates with campus and community partners to support the mission of the doctoral education, with a particular focus on their impact as related to recruitment, retention, and research. It will also manage the logistical support for faculty leading national organizations, such as the Academy of Social Work and Social Welfare (AASWSW) and the Society for Social Work Research (SSWR).

Job Description

This position has standard academic business office working conditions. The Manager will have an office space within Brown School buildings. The Manager may be required to attend on or off-campus training and events related to professional development, program operations, admissions and alumni events. Such events may involve some infrequent overnight and weekend travel. Most of the program activities and events occur during the normal work week/business hours, however reasonable flexibility is necessary in responding to some deadlines and situations that may occur over the weekend and outside of normal hours.

Primary Duties & Responsibilities

Serves as the key point of contact for the program and is the representative for the program in absence of the Director in meetings and events requiring program managerial-level representation. It is the administrative guide to current doctoral students, as well as all applicants and potential applicants to the PhD. Program. 

Manages and organizes all aspects of the recruitment:

• Schedules meetings with and participating in Brown School Communications for program updates.
• Admissions - including campus visits, and enrollment process for prospective students.
• Creates new electronic systems for recruitment, tracking, admits.
• Creates new modes of recruitment which respond to the need for virtual information sessions, opportunities for students to connect with faculty via Open Classrooms.
• Creates a more personalized system which facilitate contact between potential students and faculty (e.g. scheduling small group discussions pre-admittance).
• Creates and supports consistent opportunities for students to connect with each other and with faculty via electronic platforms.

Develops, monitors, evaluates, and maintains program databases and data entry protocols and procedures related to student progress and achievements and program operations, quality and outcomes. Maintains copies of such files in WUSTL Box with shared access for the program Director. Serves as clerk-of-record for the Ph.D. program including:

• Schedules, finalizes agenda and takes minutes for the Program Administrative Advisory Committee, and forwards outcomes to the Deans of the Brown School when appropriate.
• Monitors student confidential electronic files completing a checklist each semester regarding the presence of documentation for research and teaching practice, as well as milestone documentation (area statement forms, dissertation documents, etc.), documentation of funding sources, and any documentation of special circumstances requiring temporary leave. Communicates regarding any missing documentation to the student, their advisor, and the Director as needed.
• Collect, maintain and report doctoral student, applicant, and recent alumni data at least quarterly. Archive prior years and maintain alumni contact information. Will manage and process program data requests as needed by the Brown School and other University administrative offices.
• Manages student accounting for doctoral students, including insuring accuracy of tuition charges and recording tuition remission and scholarships in the Student Information System (SIS).
• Manages student stipend payments along with review of program’s budgetary expenses in cooperation with the Director and the Brown School Business Office staff.
• Develops and provides regular electronic updates to the Student Handbook and Program Office Procedure manuals to reflect changes in policies and procedures as they occur throughout the academic year.
• Prepares at least two program reports per year for verbal and written communication requests.
• Oversees protocols for and audits student transcripts at least once a semester to ensure student course completion (resolving incompletes, etc). Notifies Director, advisors and students of deadlines and procedures for meeting requirements. Assures completion and filing of Educational Progress forms for all students Year 2 and beyond.
• Meets with Director to discuss any students not appearing to make adequate progress and adds discussion to PhD Administrative Advisory Committee when warranted.
• Records grades, monitors registration each semester, proctors qualifying exams and maintains database of area statements, dissertation proposals and other archived documents.
• Supports the Public Health Sciences PhD Program self-study as requested by the WashU Doctoral Council

Oversees a full range of services and administrative activities to support the educational and professional development of current doctoral students, such as:

• Assists the Director with professional and leadership development programming for students and facilitates communication between student leaders and the Director. 
• Collects, distributes, and archives academic job and fellowship information. 
• Serves as liaison for student and alumni gatherings. May include occasional overnight and weekend conference travel for recruitment events, alumni connections gatherings, and staff development.
• Works collaboratively with school and alumni offices to maintain relationships and communications with Ph.D. program alumni. Functions as the communications liaison between students (current and prospective) and alumni constituents and the program Director. 
• Updates alumni contact information annually. 

Manages the logistical support for faculty leading national organizations, such as the Academy of Social Work and Social Welfare (AASWSW) and the Society for Social Work Research (SSWR) including, but not limited to, collaborating on the development of programming, communications, events and marketing materials. Might assist with travel arrangements, processing of reimbursements and other activities as needed.

Perform other duties as assigned.

Preferred Qualifications

• Master’s degree in social work public health or related social science field, higher education administration, human-resource management, business marketing or a related field.
• Three to five years of experience in academic administration. 
• Experience in student affairs, research administration and/or grants management environments is a plus. 
• Outstanding organizational, interpersonal and communication skills, as well as demonstrated experience in managing confidential records and databases. 
• Adept at working in an academic business environment that is student–centered, data-driven, fast-paced, global, diverse, and transdisciplinary.
• High-quality service orientation, with highly developed interpersonal and communications skills that result in working effectively with the public, faculty, administration, students and staff. 
• Able to convey sensitive and confidential information in an effective and diplomatic manner.
• Attention to accuracy and detail and has demonstrated proficiency in using office database platforms including MS Office software, virtual communications and storage (e.g., Zoom, Microsoft teams, Box, Canvas). 
• Experience with SIS for student data extraction.
• Willingness to master new technology as needed. 
• Discretion, diplomacy and an ability to work with multiple, highly confidential documents simultaneously and efficiently is necessary.

Required Qualifications

Bachelor’s degree in a relevant field and three years of related experience.

Grade
G10

Salary Range
$47,300.00 - $78,200.00 / Annually

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.

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
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of 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.

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