Administrative Coordinator for Research Doctoral Programs

Description

Job Summary:

The Administrative Coordinator for Research Doctoral Programs provides broad administrative and operational support for the Doctor of Philosophy (PhD) and Doctor of Education (EdD) programs, managing communication, scheduling, records, and project workflows across multiple computer programs. This individual coordinates key academic processes such as proctoring exams, monitoring committee votes, tracking student progress, and assisting with current- and prospective-student initiatives. This individual also supports data integrity, documentation, and departmental projects to ensure efficient and well-organized doctoral program operations.

Duties/Responsibilities:

Administrative Support: Provide comprehensive administrative assistance to the Assistant Director of Research Doctoral Programs, Director of Doctoral Enrollment, and program directors for the PhD and EdD programs.

Office Operations: Manage communication channels (email inboxes, phone calls), maintain records, order supplies, and coordinate office logistics, including meetings and event scheduling.

Project Management: Oversee Asana project boards, ensuring timely completion of tasks and process improvements across doctoral operations.

Admissions Coordination: Manage Slate (CRM) bin workflows and assist with applicant scheduling for interviews and entrance examinations, as well as managing faculty application review and voting.

Event Coordination: Plan and support virtual and on-campus recruitment events in coordination with Doctoral Enrollment, Admissions, and other campus offices. Assist the EML Department with the annual Dr. James Thames Educational Leadership Summit.

Prospective Student Engagement: Respond to prospective student inquiries, log interactions in Slate, and facilitate class visits. Assist with ordering promotional materials and requesting web updates through Admissions and Marketing.

Student Records Management: Monitor student progress, holds, and coursework in Anthology, supporting advisors, faculty, and Doctoral Studies staff in academic tracking and data accuracy.

Exam and Committee Support: Schedule comprehensive exams and committee meetings; manage grade sheets, ballots, and reader assignments for dissertation and language requirements.

Communication and Hospitality: Correspond with students regarding deadlines and requirements and ensure hospitality and support for distance students visiting campus.

Data and Process Improvement: Help maintain data integrity in Anthology, Slate, and other systems, and contribute to the systematization and documentation of PhD processes.

Special Projects: Support initiatives like PhD Studies Connect (handbook) and other departmental process-improvement or resource-development projects.

Other duties as directed by the Assistant Director of Research Doctoral Programs or the Director of Doctoral Enrollment.

Requirement

Required Skills/Abilities:

Excellent verbal and written communication skills.

Excellent interpersonal and customer service skills.

Excellent organizational skills and attention to detail.

Excellent project-management skills.

Must be flexible and a team player.

Must be a self-starter with high initiative.

Strong analytical and problem-solving skills.

Proficient with Microsoft Office Suite or similar software.

Must be able to learn computer programs efficiently.

Excellent time management skills with a proven ability to meet deadlines.

Ability to prioritize competing tasks and switch between people- and task-oriented responsibilities.

Must have strong Christian character and a high level of discretion in handling confidential information.

Positive personality and fast learner.

Desired Skills/Abilities:

Familiarity with DTS and its programs.

Familiarity with Customer Relationship Management (CRM) systems (e.g., Slate), Student Information Systems (SIS), or project-management software.

Education and Experience:

Bachelor’s degree (required)

In-process or conferred master’s degree (preferred)

Two years of related experience

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift up to 15 pounds at times.

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