Position Description
To support the Program Chair with primary responsibilities in program administration, financial management, PhD program event coordination at multi-sites, maintenance of administrative records, communication management, and grant management; to provide timely and excellent customer service to students, faculty, and other PhD community; to participate in strategic planning for the PhD program; to supervise part-time staff; and to liaison Eastern and other professional communities
Position Responsibilities
A. Administration: Support and independently fulfill administrative functions and interface with the appropriate Eastern offices. Some tasks include:
- Managing the finance for purchasing and reimbursements & contract processing
- Coordinating the development, update, and dissemination of program-related materials (e.g., academic, administrative, grant, handbooks, website, catalog, etc.) & participating in the program’s strategic planning
- Communicating and collaborating with the Chair and stakeholders on the day-to-day administration, planning, evaluation, and problem-solving efforts, all the while maintaining positive working relationship with other Eastern University support services
B. PhD Program Event Coordination: Coordinate all program activities (e.g., residencies, graduation receptions, department meetings, worship events, retreats, Board of Fellows events, etc.). Some tasks include:
- Planning and managing instructional residencies and other PhD events (e.g., facility scheduling, food, programming, notifying, etc.)
- Troubleshooting faculty and student concerns; assisting guest speakers and adjunct faculty with travel and accommodations
- Creating an environment of hospitality with excellent customer service mindset
C. Maintenance of Administrative Records: Effectively organize and maintain records on the program, faculty, and students. Some tasks include:
- Maintaining the records of the curriculum, syllabi, course evaluation, etc. accurately and in a timely manner; and updating Brightspace courses and shared files such as PhD Student Resources, PhD Faculty Resources, Comprehensive Exams, Dissertations, etc.
- Maintaining the records of department documents, such as the covenants, contracts, and other records for faculty and dissertation committee members
- Keeping the financial records of purchasing and reimbursements accurately and completely
D. Student Services: Provide academic and other necessary services to students. Some tasks include:
- Coordinating and supporting students regarding the comprehensive exam, portfolio process, and dissertation-related events
- Providing other academic services to students
- Advocating students’ interests to other University offices
E. Faculty & Dissertation Committee Support: Provide support to the faculty functions. Some tasks include:
- Supporting the faculty meetings (e.g., facility, food, minutes, etc.)
- Supporting the faculty’s management with research, instruction, presentation, and grant writing; assisting the Chair in providing financial and other support to the faculty
- Supporting the faculty’s instructional needs during residencies and other Zoom sessions; and the dissertation committees’ needs
F. Coordination with Other On-campus Offices: Coordinate with the PhD recruitment specialist and other university offices. Some tasks include:
- Coordinating with the PhD Recruitment Specialist to facilitate the PhD recruitment process annually
- Coordinating with the College of Business and Leadership administration on PhD matters.
- Contracting, supervising, and mentoring to student assistants as needed
Status: Staff, full-time, salaried, exempt, 40 hours per week, 12 months per year.
