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Graduate Program Advisor - Graduate Student Services
Washington University in St. Louis in St. Louis, Missouri
Date Posted 05/10/2021
Admin-Academic Advising
Employment Type Fulltime
Application Deadline Open until filled
Job Title
Graduate Program Advisor - Graduate Student Services - 51951
Job ID


Danforth - Main Campus
Full/Part Time


Job Type/Schedule

This position is full-time and works approximately 37.5 hours per week. Work outside typical office hours as needed may be required..

Department Name/Job Location

This position is in the Department of Graduate Student Services but is assigned to the Department of Biomedical Engineering – Ph.D. programs. This position is for the Danforth Campus.

May be required to travel between Danforth and Medical School campuses. Travel may also be required for recruiting events.

Essential Functions


Graduate Academic Advisors are team members of the McKelvey Graduate Student Services (GSS) and are assigned to one or more specific McKelvey departments or programs to advise graduate students and faculty on policies and processes related to degree completion at McKelvey/WashU and to manage all administrative aspects of graduate student support including assisting with fellowship applications and tracking support mechanisms.

Graduate Academic Advisors create a student-centered environment where differences are valued and each person is supported. Students are provided with equitable, inclusive advising on degree completion and are connected to services and opportunities to facilitate successful progression throughout their graduate program. Departments are provided with professional support for outcomes and management of program administration. Graduate Academic Advisors work closely with faculty in their assigned academic units(s), the Graduate School office, GSS, and other campus partners to collaborate on key initiatives related to graduate education.

Graduate Academic Advisors report to the GSS Assistant Director.


  • Manages administrative aspects of the PhD program, graduate student progress, and student support.
  • Manages student support. Comprehensive understanding of the mechanisms for graduate student support (mentor assignments/labs primary and affiliate faculty) – including stipend support from fellowships – internal and external, traineeships, individual and PI-related grants, tracking tuition remission allowance when applicable. Ensures students are receiving the appropriate amount of support within McKelvey guidelines. Works closely with the payroll responsible personnel in the department to ensure they are informed of all aspects of the student’s current support arrangements, including but not exclusive to onboard, completion, external support, leaves of absence, etc. Compiles reports on student awards and traineeships, and coordinating with the Dean’s office and/or department as requested, to provide program data (such as admissions, enrollments, outcomes, and other), in preparation of grant submissions.
  • Tracks all aspects of graduate student progression through the program, providing reporting/analysis to department. Manages processes/documentation and reporting surrounding the four required milestones of Ph.D. Education, Qualifying Exam process, MTE completion, thesis proposal, dissertation completion in addition to any program specific requirements associated with the department (lab rotations, units, university certificates, internships or coops, etc.). Ensures student registrations are appropriate for each stage of their program. Works closely with graduate school to ensure all milestones are appropriately recorded in the student’s record and to keep updated on university policies and procedures as they relate to graduate students and reporting.
  • All tracking is maintained electronically in database format and should be maintained on a regular basis to ensure accurate information and reporting is available to the department, school and university at any time. Report outs could include but are not limited to – all students funded by like fellowships, all students per year of program, all students ready to meet X milestone, etc. Reports will vary according to need and request of department, school, and/or university requests.
  • Provides counsel and expertise to department/program faculty and students.

  • Consults regularly with (DDS),PI’s/mentors, and other department personnel regarding the graduate program to ensure student success and collaborate on program initiatives.
  • Connects students with opportunities for support, campus and community engagement, and resources.
  • Maintains broad expertise on university policies and procedures affecting graduate education at WashU, including but not limited to OISS policies/rules, funding requirements, leave of absence’s, internship procedures, etc.
  • Proactively and effectively communicates this information to faculty and students to ensure successful progression through the program and provide creative solutions to complex advising scenarios. Advises faculty on best practices across WashU and peer institutions relating to graduate processes.
  • Serves as an advocate for students and as a liaison between students and campus offices and then between faculty or department leadership regarding student issues or grievances. May either advise students, relay concerns to the appropriate department faculty member, or connect the student with the appropriate campus organization.
  • Maintains and updates the graduate student handbook in collaboration with the Director of Doctoral Studies.
  • Works with department stakeholders or committees to provide reports, interpret data trends, and offer feedback to support innovative program development, recruitment efforts, or alumni development.
  • Supports the program and curricular development process, including coordination with governance to submit and usher through program & curricular changes.
  • Recruitment, admission and on-boarding of Ph.D. students.

  • Manages all administrative aspects of the graduate admission process, providing data and reports to admission committees to aid in the decision processes, processing admission decisions in the system, and coordinating any correspondence to prospective and admitted students. Works closely with the Director of Doctoral Studies (DDS) to ensure goals and deadlines are met, and proper procedures are followed.
  • Manages and attends prospective student visits, in coordination with the department, recruitment activities, and recruitment events related to graduate programs. Organizes and presents at new student orientations.
  • Manages communication campaigns for recruitment and outreach.
  • Performs other duties as assigned.
Required Qualifications
  • Bachelor’s degree.
  • Three years of professional experience involving the execution of detailed and time-sensitive procedures requiring independent judgment and a high degree of accuracy.
Preferred Qualifications
  • Master’s degree.
  • Experience in higher education and working with international students, faculty, and a highly multidisciplinary team of students and mentors.
  • Experience working across multiple schools within a University setting is highly desirable.
  • Working knowledge of university systems and processes and graduate admission procedures.
  • Familiarization with INS regulations for visa purposes.
  • Effective communication skills as evidenced by application materials.
  • Organizational skills and attention to detail.
  • Experience investigating, interpreting and communicating guidelines, regulations, policies, and procedures.
  • Ability to work independently to organize and track tasks/projects and to meet deadlines.
  • Experience collaborating and communicating with individuals from varying cultures, backgrounds, or levels of authority.
  • Experience using databases or other electronic systems for tracking and managing information (e.g., accounts, data, forms).
  • Proficiency in Microsoft Office Suite of applications (Word, Excel, Power Point, Access).
  • Demonstrated conflict resolution skills (Communicating clearly, empathetically, and patiently to lead to favorable outcomes and keeping relationships professional).
Salary Range

The hiring range for this position is $44,987 - $57,369 annually.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.


This position is eligible for full-time benefits. Please click the following link to view a summary of benefits: https://wustl.box.com/s/8wkhs25yssf0775x9d6nd6vqa7obpth7.

EOE Statement

Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.

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