Program Associate for Doctoral Programs
The University Program Associate manages the comprehensive student lifecycle for the Doctoral Programs (PhD and DDes) in the College of Design, providing expert administrative support from recruitment through graduation. Serving as the primary liaison between the Graduate School and program, this role oversees admissions compliance, degree milestone tracking, and GSSP contract administration. By coordinating fiscal operations, instructional scheduling, and marquee program events, the Coordinator ensures seamless operational success and policy alignment for both graduate and doctoral students and the college community.
Student & Faculty Services
Advise doctoral students (DDes and Ph.D.) on course planning, registration, and program requirements. Oversee program communications, including listserv management and timely updates on enrollment, tuition, events and key deadlines. Track student progress and milestones; coordinate with Director of Graduate Programs (DGPs) and the Graduate School; monitor exams, electronic theses and dissertations (ETD) deadlines, and degree audits to ensure compliance. Manage the (student/applicant) application lifecycle, including international requirements (English proficiency), faculty reviews, and enrollment monitoring.
Program & Event Coordination
Plan, schedule, and execute major graduate and doctoral program events, including Immersion Week, Symposium, defenses, forums, and professional development activities. Manage all logistics to ensure seamless event delivery. Coordinate and manage workshop logistics, guest speakers, and provide virtual event technical support. Oversee communications, registration, and logistics for co-sponsored lectures and student-focused events.
Administration & Technology
Maintain accurate, up-to-date records for all active students and faculty. Collaborate with the Finance team and Scheduling Officer on course scheduling, instructional planning, and related administrative tasks. Maintain and update program websites, internal resources (Moodle), and handbooks, and stay current with university tech platforms (Google Drive, Panopto, WolfWare). Provide administrative support for faculty meetings, including scheduling, documenting, and distributing minutes, and maintaining faculty documentation.
Budget, Finance & HR
Support budget tracking, purchasing, and assist with HR tasks as needed. Reconcile PCards, oversee vendor payments, contracts, and honoraria, and manage purchasing for supplies and student association activities. Administer fellowships, travel awards, and honoraria, ensuring timely processing and compliance with program policies. Assist leadership on assistantship appointments, faculty buyouts and hiring processes, coordinate doctoral contracts with HR and Budget Office, and verify student eligibility for assistantships (TA/RA). Collaborate with the Budget Office and Department Head's suite to manage financial processes, budget tracking, and reporting. Assessment & Reporting Collect and manage program data (student milestones, publications, events). Support university reporting and develop assessment visuals; analyze and report on admissions, retention, and graduation data; communicate policy updates to the college.
Other Responsibilities - Other responsibilities may be assigned as needed for the operation of the office.
Qualifications
Minimum Experience/Education - Bachelor's degree; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
Preferred Qualifications - Knowledge of graduate academic policies, admissions compliance, and degree milestone tracking from enrollment through graduation. Proficiency in managing student contracts, assistantship eligibility, and departmental financial processes like p-card purchasing and travel awards. Professional experience in graduate or undergraduate student services. Proficiency with university-level systems such as SIS, GARS, and Apply Yourself. Experience utilizing advanced visual or web-based software, including WordPress, InDesign, or comparable tools.
Required License or Certification - N/A
Valid NC Driver's License required - No
Commercial Driver's License Required? - No
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