Registrar & Graduate and Undergraduate Programs Administrator
& Graduate and Undergraduate Programs Administrator
Reporting to the
Associate Dean, has direct responsibility for overseeing the daily
administrative operations of the graduate and undergraduate education
programs, including support staff supervision, student record-keeping
policies and procedures, the logistical coordination for the
Institution's graduate and undergraduate education programs. Represents
the Associate Dean in his/her absence. Responsibilities typically
include implementation of office and Institution policy, administration
of personnel policies and procedures, design and implementation of
administrative systems, and significant input into formulation of
office policies and procedures generated by a demonstrated
understanding of the office's function and role.
- Provides daily
administrative support for the programmatic and student needs of the
MIT/WHOI Joint Graduate Program and other graduate and undergraduate
education programs (e.g. Summer Student Fellowship, Minority
Fellowship, Guest Student programs); serves as the primary Joint
Program liaison with the Joint Program administrative counterparts at
Recommends policies and procedures for record keeping of files for all
students in the graduate and undergraduate Education programs and, as
Registrar, oversees daily implementation of those policies.
Serves as an authoritative source for faculty and students concerning
Institution academic policies and activities and responds to outside
inquiries about those programs.
annual faculty budget and updates and distributes faculty hours on a
quarterly basis to Department Administrator and Education Coordinators.
Supervises the maintenance and updating of networked databases for the
graduate and undergraduate academic programs and statistical
report/record keeping; i.e., applicant flow data, current student
status, and statistical surveys to agencies.
Interprets and applies Institution policies and procedures; formulates
and implements office procedures; works closely with other
Hires, trains, supervises and mentors graduate and undergraduate
programs staff, utilizing their abilities by delegating effectively;
monitors workload and productivity and evaluates performance; provides
assistance in analyzing and resolving complex issues; provides staff
with growth opportunities, professional training, and the tools
required to work effectively.
MIT/WHOI Joint Program classes including videoconferencing services;
coordinates collection of course evaluations each term; oversees the
preparation of catalog materials, both electronic and print; prepares
annual academic calendar for the Institution.
for registration of WHOI-based Joint Program students each term;
coordinates cross-registration programs with Brown University Marine
Coordinates and schedules the Institution's self-taught courses
including two summer math classes and Introduction to Oceanography.
- Provides input into the design, development and upkeep of Academic Program Office policies and procedures.
Responsible for approval of purchase requisitions, travel
authorizations and travel expense vouchers for students, faculty,
visiting faculty, and graduate and undergraduate programs staff.
- Enters WHOI tuition payments into MIT Student Information System each term.
- Administers student computer loan program.
- Prepares Academic Programs memos for Scientific Staff Appointments and Promotion files for Associate Dean.
Administers Women's Committee scholarship annually; member of selection
committee, prepares award and decline letters to applicants and
stewardship letter to scholarship donor.
- Prepares minutes of the Educational Assembly meetings.
- Oversees Joint Program student center upgrades and maintenance.
- Tracks students on NDSEG fellowships and WHOI insurance and submits invoices to MIT for payment and insurance premiums.
- Organizes career workshops, seminars and panel discussions for current students.
- Interfaces with outside agencies (Peterson's, GradSchools.com, etc.) for recruiting purposes.
- Coordinates submission of Academic Programs information to Communications for Annual Report.
- Manages the review and update of print and electronic media for the Joint Program and Academic Programs Office .
- Coordinates special events for the graduate and undergraduate academic programs; e.g., commencement.
- Performs other duties as may be assigned.
Desired Education/Experience for Hiring
with 5 plus years of office administrative experience in a higher
educational, research or similar organization or equivalent combination
of education/experience. Work experience in higher education,
particularly in the student services arena, experience with ocean
sciences and/or ocean engineering and financial management experience
preferred. Demonstrated effective interpersonal, written and
organizational skills essential, along with a proven ability to work
independently and under pressure. Supervisory experience and a working
knowledge of computer processing programs, PC's and networked PC's with
administrative and financial management techniques essential.
Last updated: February 25, 2013