Program Coordinator II - General Medical Sciences

Position Summary
This position provides comprehensive support for the overall administration and management of the Applied Health Behavior Research (AHBR) Master’s Degree and Certificate Programs within the Washington University School of Medicine in St. Louis. These AHBR programs serve both professional working adults who seek additional coursework and specialized training for career advancement in a variety of medical and health-related fields, and recent graduates who seek to enhance their readiness and competitiveness for PhD or MD programs.
The Program Coordinator carries out a broad range of admissions, recruitment, outreach, and academic operation tasks that directly impact student and program outcomes. The Program Coordinator is responsible for marketing the AHBR program, coordinating and participating in recruitment efforts, cultivating and responding to inquiries from prospective applicants, processing program applications and delivering decisions regarding acceptance. Advising tasks such as the coordination of student orientation and onboarding, timely registration of courses, and student degree progress tracking are also to be carried out by the Program Coordinator. This position will work collaboratively with other AHBR personnel and university administrators in support of student success and to represent AHBR to internal and external stakeholders. The position requires problem solving skills, the ability to function independently, and manage multiple tasks with a high level of organizational skill and attention to detail.

Job Description

Primary Duties & Responsibilities

Under the Direction of the AHBR Director and Program Manager, the Program Coordinator works with staff, scholars, instructors, mentors, and committee members in the following areas:

Recruitment and Marketing                                                                                    

• Identifies individuals and organizations that would benefit from and support recruitment and information sharing activities, and nurtures those relationships and partnerships.
• Creates and facilitates in-person recruitment events and other opportunities to promote the programs.
• Travels to recruitment events and professional conferences to network with similar graduate-level programs and promote educational offerings to prospective students.
• Develops and distributes marketing materials to prospective students and program applicants; sends regular announcements of upcoming courses; tracks and responds to inquiries about the programs.
• Organizes campus visit events and tours for prospective students designed to encourage them to select the AHBR program at WashU.
• Coordinates with relevant offices on campus such as Financial Services and the Office of International Student Services.
• Maintains relevant website content and marketing materials.

Curriculum                                                                                                               

• Coordinates and provides administrative support for all program-related activities, courses, seminars, workshops, and ad hoc meetings.
• Updates course and program descriptions in course catalogs, websites, flyers, etc.
• Collects and processes course registrations, updates scholar database with enrollment information, assists with academic advisement and support, and maintains appropriate student records and documents.
• Provides support to course instructors including but not limited to: syllabi templates, final registration lists, technical assistance and support with video recordings, online learning management systems (e.g. Canvas), online grading systems, and confirms grades are submitted on time.
• Reserves rooms for courses and communicates schedules to all constituencies.
• Prepares manuals, educational materials, committee notes and materials to be presented at program orientations.
• Maintains program box folders for all constituencies.

Evaluations                                                                                                               

• Provides timely summary reports of exit interviews to constituencies and recommends actions based on evaluation data.
• Compiles data from student course evaluations to share with Program Manager and Program Director.   

General Program Coordination                                                                             

• Communicates program activity progress and potential problems to AHBR Program Director and other colleagues as needed; facilitates regular meetings by scheduling, reserving a room or conference line and preparing an agenda in advance.
• Works with scholars, instructors, committee members, registrar’s office and other master’s degree programs at Washington University.
• Develops and nurtures relationships with prospective students, alumni, professionals and others in academia to achieve program and division goals.
• Creates and manages AHBR electronic files and databases including but not limited to: administration files and archives, student resource files, instructor resource files, mentor resource files, and Slate inquires, applications, and communications.
• Assists in the coordination and participation in graduation, orientations, and other special receptions and events.

Preferred Qualifications

• Master's degree in psychology, public health, education or related field and three to five years of experience in program coordination, advising or academic support roles, and/or admissions and recruiting.
• Clinical or behavioral research experience is a plus.
• A strong commitment to establishing professional relationships with organizations within a university environment and in the community is desired.
• Proven interpersonal communication skills, written and verbal, are imperative.
• High degree of self-motivation, organization, productivity with the ability to manage time, meet deadlines, and follow-through on projects in a timely manner.
• Experience with Qualtrics, REDCap, Microsoft Access, SPSS, WordPress, and Washington University systems, including HRMS, Slate, SIS, and WUCRSL is beneficial.
• Possess strong organizational skills, demonstrate a high level of attention to details, positive attitude, strong work ethic, dependability, and an ability to be flexible and think quickly in a fast-paced, multi-tasking professional environment.
• Ability to efficiently prioritize and complete projects, organize time, meet deadlines, and work independently.
• Pleasant and professional interpersonal skills are essential; excellent oral and written English, spelling and grammar skills.
• Ability to interact professionally with diverse groups of faculty, students and staff.
• Ability to exercise sound judgment in establishing priorities.
• Work as part of a team; be responsive to change and innovation.
• Follow established procedures and maintain very high degree of accuracy, even with interruptions.
• Computer literacy in Microsoft Office (including PowerPoint, Excel, and Word), Adobe Acrobat, experience with mail merge and database development and maintenance.

Required Qualifications

Bachelor’s degree and minimum of three years administrative experience or equivalent education and experience.

Grade
G09

Salary Range
$43,400.00 - $71,700.00 / 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.

Applicant Instructions
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