Doctoral Programs Coordinator

POSITION SUMMARY

The Doctoral Programs Coordinator is the primary contact for routine doctoral issues, overseeing compliance with policies and procedures, managing student progress, and supporting doctoral students, faculty, and program leads. This role handles confidential student and academic records in compliance with FERPA and institutional privacy standards.

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KEY ACCOUNTABILITIES

• Develops calendars and timelines for doctoral students that reflect enrollment procedures, academic policies, catalog deadlines, and milestone requirements, including management of doctoral forms.
• Advises Doctorate students through relevant program milestones (e.g., exams, proposal, final defense), and assists with procedures, timelines, and processes.
• Manages doctoral student registrations, change of programs, grades, grade changes, withdrawals, verifications, and degree audits with attention to accuracy, documentation requirements, and adherence to institutional policy, including course schedule planning, course creation, and processing second-degree applications. Oversees completion of milestone paperwork and required forms, such as managing Guidebook and conducting 30-credit reviews to send graduation application notices.
• Manages requirements for committee composition, proposal defenses, oral comprehensive exams, and dissertation defenses.
• Communicates with faculty and students regarding procedures and policies, including graduate graduation applications and email reminders.
• Creates and maintains SOPs for processes, enrollment, and database updating in alignment with Registrar policies and institutional academic operations requirements..
• Schedules and tracks progress of doctoral courses and milestones, including dissertation/project defenses, comprehensive exams, and committee meetings.

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EXPECTATIONS OF ALL STAFF

• Applies best efforts and full capability each day to the work assigned by their manager.

• Advises the manager when:

• An assignment is not understood.

• An assignment conflicts with knowledge of the circumstances, current skills, or available time/resources.

• Obstacles to completing the assignment exist or are likely to occur.

• Opportunities to better complete or improve the assignment exist or may occur.

• Understands and demonstrates our cultural expectations.

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MINIMUM ROLE REQUIREMENTS

• Bachelor's degree or equivalent work experience (Master's degree preferred).
• A minimum of three years of higher education experience.
• General understanding of federal, state, and local regulations as they apply to student records (i.e., FERPA, HIPAA, PDE, etc.) and best practices related to academic policies and procedures.
• Strong work ethic, high energy, flexibility, initiative, and creativity.
• Organizational, analytical, and critical thinking skills and the ability to manage multiple projects concurrently with frequent interruptions.
• Excellent interpersonal and communication skills and demonstrated ability to develop effective working relationships within a fast-paced, multicultural environment.
• Proficiency in Windows and Microsoft Office computer systems, knowledge of computer databases, and receptive to new technology; knowledge of the Jenzabar EX student information system is a plus.

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WORK HOURS

The university work week is Sunday through Saturday. Most employees are expected to work within the core hours of 8:00 am to 5:00 pm, Monday through Friday. To accommodate business needs, employees may be assigned to other workdays and/or hours, including weekends and evenings, and may be required to work overtime.