Doctoral Program Manager

Job Description Summary

Candidate will be responsible for the University’s doctoral programs reporting to the Associate Vice President for Academic Affairs and working with the doctoral program directors across programs and disciplines to ensure consistency of practice and ongoing systemic organization. Identify similarities/differences in dissertation processes. Assist in making determinations for consistency of policy, procedure, protocol, and practice as appropriate. Coordinate dates and details concerning colloquiums, symposiums, and/or residencies across university for all doctoral students. Responsible for making university-wide recommendations for doctoral program operations, protocol, staffing, tracking, and/or technology requirements. Assist with evaluation and revision of residency requirements and processes in all doctoral programs for uniformity. Assists in establishing and enforcing compliance across all doctoral programs.
Manages the dissertation process across and for all doctoral programs and students. Coordinates committees, scheduling defenses, tracking progress, and resources in sharing of chair and committee members across programs, consistency in managing tracking progress of students in the dissertation process.

Job Description

Duties and Tasks:

• Serve as the primary communication liaison between doctoral students, faculty, administration, and other departments.
• Respond to questions from students, faculty, and staff regarding doctoral program requirements, policies, and procedures.
• Establish relationships with doctoral students to assess their needs and assist them from initial enrollment to program completion, research student concerns, and extenuating circumstances.
• Communicate effectively in an online environment with stakeholders in different time zones.
• Work closely with Student Success Coaches to advise current doctoral students on academic issues.
• Assist HR with new faculty onboarding.
• Schedule, build, and optimize online courses.
• Monitor dissertation course activity using data analytic software to identify potential problems.
• Coordinate and schedule dissertation oral defenses, post announcements, and create and moderate Zoom meetings. This is a program specific duty.
• Monitor daily enrollment reports.
• Assist with Doctoral faculty clearances, budget reports, course schedules, and program evaluations as assigned.
• Assist the Doctoral Directors with faculty committee assignments.
• Serve as a Peregrine Client Manager; assist faculty with setting, modifying, and approving ADA testing accommodations and generate individual and summary reports as needed.
• Serve as the ProQuest Administrator, assisting students through all stages of the dissertation publication process.
• Assist faculty and students with D2L course issues.
• Review and recommend Doctoral academic sanctions on appropriate processes and program planning.
• Process sanction appeals and reinstatement requests.
• Register/drop students during add/drop week as needed.
• Event Planning—Plan and coordinate program-specific events, virtual and on-ground, such as Educational Seminars, Residencies, and Colloquiums, including room reservations, catering, vendor approvals, budget management, ordering, and procurement processes.
• Utilize survey software to generate student and faculty surveys; collect and report responses.
• Develop and maintain a database to manage and track dissertation benchmark completions, final document editing, and committee/director approvals.
• Create dissertation contracts for benchmark completion payments to committee chair/members.
• Track and monitor incomplete/missing grades and faculty with appropriate resolution and process changes when needed.
• Regularly exercise discretion and independent judgment to recommend and determine appropriate responses to represent Doctoral Programs.
• Develop, manage, and update Doctoral Community Page (s) resources and Calendar of events.
• Process degree audits for doctoral degree readiness and commencement.
• Create and maintain an alum database.
• Generate enrollment, retention, and completion reports for the Program Directors and leadership team.
• Transform data into an intelligible format; use software to analyze data to aid decision-making to improve academic programs.
• Aggregate and disaggregate outcome assessments needed for program improvement and coordinate with appropriate directors/chairs to improve academic programs.
• Maintain current knowledge of accreditation requirements.
• Coordinate with Doctoral Directors and University departments to obtain, analyze, and generate reports for maintaining accreditations.
• Provide exceptional customer service.
• Provide administrative and perform other duties as assigned by Program Directors and the Dean of the Tapia College of Business.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge:

• Knowledge of reporting and statistical software tools for analyzing and presenting data
• Knowledge of academic processes
• Knowledge of project management processes
• A master’s degree from a regionally accredited institution with at least 3 years of higher education experience
• Knowledge of best practices within higher education related to assigned functions
• Understanding of higher education case management models
• Experience implementing and/or maintaining online learning initiatives
• Experience working with Doctorate students 

Skills:

• Must demonstrate excellent interpersonal, oral, and written communication skills.
• Excellent computer skills: Microsoft Word, Excel, PowerPoint, Access, Ellucian Colleague (Datatel, Qualtrics, and knowledge of internet resources
• Excellent customer service skills

Abilities:

• Ability to work in a team environment
• Ability to prioritize work and handle multiple tasks
• Ability to work independently with minimal supervision
• Ability to work with remote faculty and students
• Ability to maintain confidentiality of information

Why Work at Saint Leo?

What it’s Like to Work Here: Ask our employees and the one word they’d use to describe working at Saint Leo University is “Community.” Our team members all share the Saint Leo core values, positive attitudes, and problem-solving abilities, enabling them to provide excellent student centered service. Our mission is educating and preparing students for life and leadership in a challenging world.  Thank you for your interest in joining the Saint Leo PRIDE!

We are committed to providing our employees with the support they need. At Saint Leo, we offer an array of medical, dental, and vision packages as well as several add-on perks to make your benefits package truly customizable to you and your family needs. Available benefits based on employment status (Full Time vs Part Time).

• FREE Tuition - Employee, Spouse, and Dependents*
• Tuition Exchange Opportunity - Dependent of Employees*
• Generous Paid Leave - Sick, Vacation, and Holidays
• Comprehensive Group Health Plan (Medical, Dental, and Vision)
• Group Medical Plan includes Teledoc, Surgery Plus, Wellness Incentive Program and more!
• 100% Employer-Funded Health Reimbursement Account
• 100% Employer-Paid Short Term Disability Insurance
• 100% Employer-Funded Employee Assistance Program (healthcare and dependent options)
• Employer-provided life insurance
• Discounted On-Campus Dining Meal Plans
• Nationwide Pet Insurance
• Flexible Spending Accounts
• 403b Retirement Plan
• Wellness Center

*Eligibility based on meeting required service period