PhD Program Assistant (Executive Oper/Stud Svs Spec)
University of Minnesota, Twin Cities
Location: Minneapolis, Minnesota
Salary: 39603.20 - 59176.00
Internal Number: 342710
The PhD Program in Business Administration is a graduate program within the Carlson School of Management. The program has approximately 90 students from seven academic departments within the Carlson School (Accounting, Finance, Information & Decision Sciences, Marketing, Supply Chain & Operations, Strategic Management & Entrepreneurship, and Work & Organizations). The program assistant provides services and operational support to program leadership (associate director and director/DGS), students, faculty coordinators and admissions review teams. The program assistant plays an integral role in doctoral student recruitment, applications and admissions support, communications, events, office operations and data management. Reports to the associate director.
Admissions and Student Services (40%)
Serves as a main point of contact for prospective students, responding to questions, explaining requirements, promoting the program, responding to information requests, and resolving application issues and questions.
Facilitates the application process within the PhD Program including application receipt, data entry, applicant file preparation for review committees, and decision communications.
Serves as liaison between the Graduate School admissions team and the PhD Program staff.
Serves as liaison with faculty coordinators, staff and academic units regarding online application system (Slate) and prospective student applications.
Tracks applicant and admissions data in Access database and Slate application system.
Communicates University and program policies, procedures and requirements to prospective, newly admitted and current students.
Communications, Promotion and Events (30%)
Assist associate director with annual updates to the PhD Program brochure and newsletter.
Updates and maintains content of PhD Program website and the PhD Program intranet site.
Represents the PhD program to prospective students. Responds to prospective student queries via email, phone and in person. May attend recruiting events and assist in representing the PhD program at events.
Represents the PhD Program in Business Administration on school committees as needed.
Coordinates annual events including new student orientation, commencement, MARS conference, and several summer workshops. Manages invitations, coordinates with vendors, reserves space, arranges catering and logistics, processes payments.
Arranges space and catering for program and committee meetings, as requested.
Assists the associate director in planning, coordinating, scheduling and execution of the PhD new student orientation. Coordinates assembly of PhD student handbook and orientation packets.
Data Management and Reporting (20%)
Assists in managing and maintaining data on prospective students, current students, and alumni in PhD Program Access database.
Designs queries and reports in Access database as needed for survey and reporting purposes.
Assists associate director in data compilation and reporting for the PhD Program annual report.
Designs tables and spreadsheets of program, admissions and student data for director and associate director of the program as requested.
Assists with design and data collection for Qualtrics surveys of current students and alumni.
Compiles SRT (student rating of teaching) data to assist director in determining annual Student Teaching Awards.
Collects and compiles data for associate director, director and committees to make administrative decisions.
Financial and Office Operations (10%)
Primary purchaser for the program. Purchases supplies for students and program office via UMarket, EFS and outside vendors. Receives orders and processes payments to vendors.
Administers student fellowship awards via scholarship processes in PeopleSoft. Consults with Office of Student Finance as needed to resolve questions and problems with fellowships.
Registers CSOM and non-CSOM PhD students in courses via PeopleSoft, as needed.
Maintains office organization including appropriate filing systems and effective office set-up.
Facilitates student office assignments and moves. Coordinates with building manager for key requests. Coordinates with Facilities Management for space and facilities issues.
Effectively and professionally handles all phone calls, face-to-face, and e-mail questions from prospective students, current students, faculty and staff.
** The employer reserves the right to change or assign other duties to this position **
High school diploma/GED and four years of student services and/or operations experience. Training/Education may be substituted for some of the years of experience.
Computer experience required including proficiency with Microsoft Office suite (including Word and Excel) and Google applications.
Experience working at the University of Minnesota or other higher education institution.
Experience working with higher education admissions and using Slate or other online admissions/application software system.
Proven organizational, time management, problem-solving and prioritization skills.
Advanced proficiency with Microsoft Office suite (including Word, Excel, PowerPoint and Access).
Excellent written, oral and interpersonal communication skills.
Demonstrated ability to communicate complex policies and procedures to diverse audiences.
Demonstrated attention to detail.
Experience working with diverse students, staff and faculty.
Flexibility in working with interruptions and both quiet and busy work environments.
Experience working on events (example tasks: scheduling, room reservations, invitations and RSVPs, food ordering, attendee check-in, set-up and logistics).
Experience managing a Purchasing Card.
Experience using the U of MN Enterprise Financial System (EFS).
Experience using PeopleSoft for student records, registration, scholarship payments.
Experience using Astra schedule for room scheduling.
Experience updating websites using Drupal or another web content management system (CMS).
Experience using Qualtrics or other survey software.
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.