Assistant Director, Graduate Studies

Department: WCAS Interdisc Bio Sci Pgm
Salary/Grade: EXS/6

Job Summary:

Directs the daily administrative functions of a large PhD program. Directs much of the day-to-day graduate program administration and operations duties, including those pertaining to admissions, orientation, registration, funding, student tracking, graduation, awards & grants, curriculum offerings, and website maintenance. Serves as a liaison between the IBiS, and other University divisions or departments including The Graduate School.

This position is a 100% full-time position and works on-site. The target hiring range for this position will be between $56,782-$79,850 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Specific Responsibilities:

• Works directly with program faculty and students to ensure that students meet the milestones of their degree, including completing course requirements, securing a thesis advisor, successful completion of the qualifying exam, formation of thesis committee, occurrence of yearly thesis committee meetings, presentation of thesis, submission of thesis to ensure compliance with program policies and timely progress to degree. The Asst. Director Grad Studies will oversee and provide direction for dispatching administrative communications, and registration reminders.
• Oversees the admissions process for the PhD program, including corresponding with applicants, prescreening of applications, participating in admissions committee meetings to decide on interviews and offers, and coordinating the offer process.
• Responsible for correspondence/dissemination of information requiring detailed authoritative knowledge of program rules and requirements. This includes handling inquiries related to program requirements and milestones, admission requirements, course planning and scheduling, program financials, etc. Oversees content for program web site and program guide, including updates on program policies, awards and honors, faculty pages, student achievements, etc. Oversees IBiS teaching operations, including communicating with faculty, the registrar, and room scheduling to establish course times and locations; responsible for dissemination of course schedules, descriptions, and syllabi.
• Oversees the accurate and up to date record keeping for the graduate program and all graduate students. Maintains contact with program alumni to track post-degree progress and facilitate their involvement in networking with and advising current students on career paths.
• Oversees funding for the graduate program and all graduate students. Maintains contact with financial personnel in participating departments to ensure that graduate students are paid correctly. Supervises the Program Assistant in generating the appointment letters based upon guiduances from WCAS and TGS on language. Together with the Director, determines distribution of IBiS funding , then supervises the Program Assistant to ensure appropriate entries in payroll and Caesar have been completed.
• Performs other duties as assigned or required.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• 2 years program administration or other relevant experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Outstanding organizational skills. Ability to direct the daily functions of a highly ranked life sciences PhD program.
• Demonstrated ability to exercise discretion and judgment in making important work decisions and to applying and interpreting University policies and procedures
• Outstanding organizational skills. Ability to direct the daily functions of a highly ranked life sciences PhD program.
• Demonstrated ability to exercise discretion and judgment in making important work decisions and to applying and interpreting University policies and procedures.
• Adaptability: Works effectively in an environment in which the parameters may change daily; adjusts behavior to meet the needs of different people and situations.
• Attention to Detail: Consistently displays accuracy and attention to detail
• Collegiality :Being helpful, respectful, approachable and team oriented, building strong working relationships and a positive work environment.
• Computer Proficiency :Successfully uses multiple software programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, and Dreamweaver, email, web browsers, and Peoplesoft.
• Communication-Oral and Written Communicates: effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
• Ethics and Integrity: Follows through on commitments; incorporates honesty, respect and fairness in daily actions; demands trustworthiness from others; demonstrates courage and objectivity.
• Judgement :Demonstrates logic, rationality and objectivity; shows common sense; uses all available information to make educated decisions.
• Meets Deadlines :Displays consistency and success in adhering to deadlines.
• Multi-Tasking: Demonstrates ability to work on multiple projects simultaneously.
• Organization :Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail; targets projects or initiatives that require special attention and focuses on key tasks when faced with limited time and or resources

Preferred Qualifications:

• Significant experience in running a life sciences graduate program preferred.
• Significant experience in coordinating and providing high level assistance to science faculty in an academic environment.
• Experience working with and familiarity with the needs and challenges of PhD students in a competitive highly ranked PhD program.

Preferred Competencies: (Skills, knowledge, and abilities)

• Detailed knowledge of Northwestern University's and The Graduate School's policies and procedures preferred.
• Auditing: Examines records or financial accounts for accuracy; adjusts or corrects accounts.
• Collaboration Facilitates: open and effective communication, cooperation and teamwork within and outside of one's own team; respects the needs and contributions of others.
• Conceptual Ability Deals :effectively, not just with concrete tangible issues, but also with abstract conceptual matters.
• Initiative Exhibits :energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.

#LI-AS1