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 PhD Program Assistant provides 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%)
Facilitates the application process within the PhD Program including application receipt, data entry, applicant file preparation for review committees, and decision communications.
Serves as a main point of contact for prospective students, responding to questions, explaining requirements, promoting the program, responding to information requests, resolving application issues and questions.
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 admissions system (Slate) and prospective student applications.
Tracks applicant and admissions data in Access database and Slate application system.
Communicates University and program policies and procedures to prospective, incoming 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 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 set-up 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.
Processes student fellowship awards via the online scholarship system. 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 **
MINIMUM / ESSENTIAL QUALIFICATIONS:
High school diploma/GED
Four years of operations and/or student services 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 suite of applications.
Event planning experience
Experience using an online accounting system
PREFERRED QUALIFICATIONS / SELECTION CRITERIA:
Experience working at the University of Minnesota or other higher education institution
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
Experience working with higher education admissions and using Slate or other online admissions/application software system
Experience using the U of MN Enterprise Financial System (EFS) for purchasing, reimbursements, purchasing cards
Experience using PeopleSoft for student records, registration and scholarship payment
Experience using Astra schedule for room scheduling
Experience updating websites using a web content management system (CMS)
Internal Number: 332784
About University of Minnesota, Twin Cities
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.