Manager, Graduate Student Coordinator (Hybrid) - Division of Biology & Biomedical Sciences (DBBS)

Scheduled Hours

37.5

Position Summary

Provides essential leadership and administrative oversight for Graduate Program Administrators (GPAs). Responsible for ensuring the integrity of student records, tracking academic progress, and maintaining clear communication with stakeholders regarding student milestones. Serves as a project leader, utilizing the annual fiscal cycle to keep the team accountable, inspired, and aligned with institutional goals.

Job Description

People Leadership & Team Management

• Supervisory Oversight: Directs the Graduate Program Administrators, inclusive of hiring, workload assignment, and annual performance evaluations.

• Team Inspiration & Accountability: Fosters a high-performance culture through consistent feedback, professional development, and motivational leadership.

• Resource Management: Ensures the team is equipped with the necessary training and tools to manage the diverse administrative needs of the graduate programs.

Student Progress & Record Integrity

• Record Audits: Conducts regular audits of student records to ensure compliance with university and program-specific requirements.

• Progress Tracking: Oversees the systematic tracking of student throughout the academic lifecycle.

• Stakeholder Communication: Coordinates timely updates to faculty, program directors, and university leadership regarding student status and academic standing.

• Policy Implementation: Interprets and applies academic policies to ensure equitable treatment of students across all managed programs.

Project Management & Annual Operations

• Gantt Chart Execution: Maintains and manages the team’s adherence to the Fiscal Year GPA Gantt Chart, ensuring all seasonal deadlines (admissions, orientation, graduation) are met.

• Process Improvement: Evaluates administrative workflows to identify efficiencies in how GPAs support their respective programs.

• Budgetary Monitoring: Monitors unit expenditures and analyzes budgetary data related to program administration needs.

Other Duties

• Performs other duties as assigned to support the Division’s mission.

Working Conditions:

Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at a desk or table.

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Bachelor's degree

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

Master's degree, Ph.D. - Doctor of Philosophy

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

Supervisory (2 Years)

Skills:

Analytical Thinking, Communication, Delegate Management, Graduate Programs, Higher Education Administration, Leadership, Microsoft Tools, Multitasking, Organizing, Prioritization, Program Budgeting, Program Management, Project Administration, Project Management, Project Management Software (PMS), Supervision, University Administration, Workday HCM, Workday Student, Workload Prioritization, Workplace Diversity

Grade

G12

Salary Range

$58,400.00 - $99,700.00 / 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.

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 CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

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.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• 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 Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. 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, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.