Address
Form of workReporting to the Associate Dean, the Graduate Admissions and Student Affairs Officer serves as a primary contact for applicants, students, and staff on admissions matters. Is committed to providing a student-oriented atmosphere, acts as liaison between students and administration, coordinates student events, and acts as a resource for students regarding a wide range of issues and concerns. The position requires an on-site presence for at least 3 days/week.
Cover letter is required.
Essential Functions- Serves as an authoritative source on Joint Program policies and procedures for Joint Program students (and WHOI staff) from initial contact, application process, to arrival and through education/research period and graduation.
- Collaborates with MIT's JP Administrator on management and input of applications, coordinates and attends JP admissions committees meetings, notifies awarded applicants, coordinates Open House.
- Administrative liaison for discipline Joint Committees and Education Coordinators. Includes compiling annual student and advisor progress reports, updating spreadsheets related to student progress, working with Education Coordinators to ensure that handbooks are up to date, and attendance at Joint Committee meetings.
- Responsible for updating Joint Program web pages and/or identifying changes that are needed.
- Meets with Joint Program Student Representatives on monthly basis. Responsible for annual Student Representative elections. Reports to VP/Dean and Associate Dean on student life issues. Coordinates with counterparts at MIT on student life issues.
- Handles appointments of Guest Students. Confirms eligibility and appropriateness of guest student appointment in consultation with the VP/Dean. Communicates with applicants, department administrative professionals, guest student sponsors, and appointed guest students throughout the process. Generates and distributes appointment letters.
- Checks in new students, and organizes and, together with the MIT JP Administrator, leads new student orientation.
- Performs preliminary check-in of guest students and oversees the entering of appropriate information to the Human Resources Internal Routing Form and the MBLWHOI Library One-Card system; also updates IRF and One-Card upon student check out.
- Administers annual Steinbach Visiting Scholar Program. Includes drafting invitations to scholars, working with JP students and faculty hosts to coordinate visit and lectures, and managing budgets.
- Organizes events geared towards student orientation and cohort building.
- Manages acceptance of doctoral and master theses, thesis reproduction and distribution.
- Maintains Joint Program degree lists and distributes to WHOI Executive Committee.
- Coordinates and directs annual graduate reception.
- Coordinates Gera Panteleyev Award nomination process.
- Acts as a resource to students, helping to resolve conflicts and concerns in an informal manner, offering as much privacy and confidentiality as possible, referring students to appropriate resources and/or personnel.
- Performs other related duties as the supervisor may, from time to time, deem necessary.
Education & Experience
- Bachelor's degree required.
- 3-5 years of experience in a higher education, research or similar organization or equivalent combination of education and experience.
- Must have strong computer skills in spreadsheet and database management.
- Work experience dealing with student services preferred.
- Demonstrated effective interpersonal, written and organizational skills essential, along with a proven ability to work independently and under pressure.
- Must demonstrate good judgment and discretion and handle sensitive situations with the appropriate levels of confidentiality.
- Preferred experience using the Slate software platform
WHOI is a member of the Higher Education Research Consortium (HERC). We are sensitive to the issues of dual career candidates and we will work with applicants to address them. Please visit HERC for more information.
WHOI is an Affimative Action/Equal Opportunity Employer M/F/D/V. Applications are reviewed confidentially.
Physical Requirements
Physical duties for this position include but are not limited to: occasional standing and/or walking along with being mostly and continuously sedentary. Other occupational requirements include talking, traveling, working around others, and with others. Physical duties are subject to change.
Employment Type: OTHER
