Doctoral Advisor Jobs (NOW HIRING)

Full-Time Equivalent Hiring Range: 64,100 to 80,100; salary commensurate with relevant experience.

Reporting to the Assistant Dean for Doctoral Program,Assistant Director, Doctoral Program provides customer service to approximately25 doctoral students in the School of Social Work, assisting the Chair of theDoctoral Program in any tasks thought appropriate for furthering the abovemission. The Assistant Director oversees daily operations of the School ofSocial Work Doctoral Program, including enrollment management, studentservices, curriculum and program management, communication, budget and datamanagement. The position is responsible for interfacing with numerousfunctional units across the University, including Student Services, EventManagement, Commencement Office, OISS, OID, Research Services, LibraryServices, Vice Provost for Research, Controller, Slate Admissions Team,CTE/CDIL, and other graduate programs. Because of the broad nature of thisposition, strong technology skills are essential to perform tasks in varioussystems such as Slate, EagleApps, Institutional Awards, FileMaker, FolderWave,Canvas, etc. This position supervises and trains one or two graduate assistantsper year.
Essential Functions of this position:
I. ENROLLMENT MANAGEMENT (30%)
A. Primarycontact for prospective students: Distributepromotional materials to potential applicants. Respond to questions fromprospective students. Meet with potential students to determine fit for theprogram. Selectively refer talented prospective students to appropriate facultyfor further communication.  Workingclosely with the Assistant Dean for the Doctoral Program and SSW faculty, serveas the administrative contact for PhD admissions, communicating in-person, byphone or by email with several applicants per week. Conduct virtual open housefor prospective students in the fall.
B. Manageapplications: Communicate with applicantsregarding submission materials, including missing documents, and all otheraspects of the application process. oordinate with the Assistant Dean of theDoctoral Program to select faculty reviewers. Distribute electronicapplications to faculty reviewers. Manage the logistical elements of the reviewprocess of candidates. Prepare acceptance letters for the Assistant Dean of theDoctoral Program's signature. Coordinate campus visits for accepted students.In consultation with the Assistant Dean for the Doctoral Program, oversee theapplication review process by reviewing all applications and providingmaterials to faculty reviewers. In consultation with the Dean and the AssistantDean for the Doctoral Program, coordinate the interviews of finalists withfaculty. Conduct an annual testing process in Slate at the start of eachadmissions cycle. Coordinate and run virtual open houses to educate acceptedstudents about the doctoral program curriculum, schedule and logistics. Senddecision letters through Slate.
C. Overseerecruitment process: Work with the SSWmarketing team to regularly update promotional brochure for the PhD program andupdate webpages to highlight program features and student accomplishments.
II. ACADEMIC ANDSTUDENT SERVICES (25%):
A. Registration: Develop registration materials for doctoral students.Register students from other grad schools in SSW courses in EagleApps.
B. Advisement: Assist students in navigating the program to ensurerequirements are satisfied: advise on requirements; provide and collect programforms. Assist students in cross-registrationat BC and in the Boston Area Graduate Consortium. BU/Brandeis/Tufts), TheGraduate Consortium in Women's Studies (GCWS). Meet with all students twice ayear to discuss course load, conduct a degree audit and advise on registration.Meet with faculty to advise on student progress issues.
C. Coordinateactivities that enhance student life and foster a sense of community: In collaboration with student leaders and the AssistantDean for the Doctoral Program, coordinate monthly doctoral lunches to bring PhDstudents together to discuss topics of interest.
D. Orientation: Responsible for developing all aspects of the new studentorientation, communicating with new students, and supporting the Assistant Deanfor the Doctoral Program in making the presentation at the orientation.Create/update Canvas module for first-year students and new internationalstudents to help them become acclimated to BC and the city of Boston.
E. Commencement: Conduct degree clearance. Attend the universityCommencement Coordinators meetings to facilitate participation of doctoralstudents in the Commencement ceremony. Plan all aspects of Commencementreception for doctoral graduates, their families and faculty, including workingwith event management, and serving as the host of the event.
F. Financialaid/doctoral fellowships: Forecast tuitioncost for all students on fellowships. Forecast and apply tuition funds forSummer, Fall and Spring. Apply stipends for all students on fellowships andinform university of health insurance eligibility. Pay for health insurance inInstitutional Awards database. In consultation with the Assistant Dean for theDoctoral Program, annually award endowed fellowships to doctoral students andcoordinate payment of the fellowships.
G. Mentorship: Coordinate the logistical elements of the matching processof new students with faculty mentors.
H. Internationalstudents: Troubleshoot visa issues withstudents by certifying enrollment for visa extensions and working with OISS tosatisfy additional requirements. Assist new students with paperwork to obtainvisas.
III. PROGRAM ANDCURRICULUM MANAGEMENT (25%)
A. Manage PhD course schedule: Work with the Assistant Dean for the Doctoral Program anddoctoral faculty to develop the course schedule and communicate the newschedule to the Associate Dean and Director of the MSW Program. Responsible forcreating new courses and updating existing courses in EagleApps.
B. Meet with faculty interested in creating new courses tohelp with process and format: Inconsultation with the Assistant Dean for the Doctoral Program, submit newcourse proposals to doctoral committee for discussion. With approval from thedoctoral committee and SSW Dean, submit new course in EagleApps for Universityapproval.
Organize co-curricular activities to provide specializedtrainings for current students: Plan anannual faculty research lunch to help students and faculty learn about researchinterests at the start of each year. Work with faculty and Research Services toconduct trainings on methodologies, statistics, etc. Organize professionaldevelopment lunches with guest speakers on topics such as conferencepresentations, publishing, working with the media, etc.
D. Coordinate allaspects of the Area Statement: Inconsultation with the Assistant Dean for the Doctoral Program, inform andadvise students regarding the area statement process. Overseeing the logisticalelements of the entire process of area statement. In conjunction with theAssistant Dean for the Doctoral Program, meet with new faculty to discuss thearea statement review process. Create documents in Canvas to educate facultyand students about the area statement process. Manage the logistical elementsof the review and revision process. Coordinate scheduling of oral defenses.Communicate successful defenses to student services and marketing. Organize andattend workshops on area statement process with students and faculty.
E. Coordinate allaspects of the Dissertation process: Coordinatethe administrative aspects of the processing of doctoral dissertations. Prepareand update as necessary Dissertation Guidelines.
Providequality assurance and adherence to dissertation guidelines. Attend alldissertation defenses, organize refreshments, and answer questions aboutprocedures as needed. Participate in annual meetings with BC libraries toreview ProQuest policies and embargoes. Advise students on the program's rulesregarding the composition of dissertation committees. Create documents inCanvas to educate faculty and students about the dissertation process. Senddata to Survey of Earned Doctorates - NORC.
F. Research opportunities: Communicate with faculty about availablefunds for paid research assistant opportunities. Coordinate the recruitment ofcurrent students for RA positions. Coordinate the matching of current studentswith faculty for research internships.
G. Teaching opportunities: Communicate with MSW faculty aboutpotential teaching internships for second-year doctoral students. Inconjunction with the Assistant Dean for the Doctoral Program, coordinate thematching of current students with faculty for teaching internships. Communicatewith faculty about paid teaching assistant opportunities. Coordinate therecruitment of current students for these positions. Communicate with theAssociate Dean and Director of the MSW Program about doctoral students who areeligible to serve as adjunct faculty.
H. Manage award process: Coordinate all calls for nominations forMentor Awards and Emerging Scholar Awards, as well as Call for Papers for BookAwards. Communicate with faculty reviewers and support the Assistant Dean forthe Doctoral Program in the selection of award recipients. In consultation withthe Assistant Dean for Doctoral Program, select recipients of endowedfellowships.
I. Graduate Research Symposium:
In conjunction with the Assistant Dean for the DoctoralProgram, provide support and oversight for the logistical aspects of the annualGraduate Research Symposium. Schedule and attend monthly meetings withsymposium committee members. Coordinate facility and meal reservations withevent planning. Work with marketing to design and distribute call forproposals, promotional materials, etc. Coordinate logistics of proposal reviewwith faculty reviewers. Manage all communications with graduate studentpresenters. Oversee the recruitment and management of event volunteers. Managesymposium budget.
IV.COMMUNICATION/POLICIES (10%):
A. Distributeinformation to students concerning upcoming events, deadlines, etc. in a weeklye-newsletter: Work with the Assistant Deanfor Doctoral Program, Associate Dean for Research, doctoral faculty to createcontent for the doctoral newsletter and distribute to students, staff, andalumni.
B. Maintain Ph.D.student and PhD faculty listservs as the main vehicle of communication with students.
C. DoctoralCommittee: In conjunction with theAssistant Dean for the Doctoral Program, coordinate scheduling of doctoralcommittee meetings. Work with the Assistant Dean for the Doctoral Program tocreate an agenda for every meeting. Transcribe minutes of meetings and maintainfile of minutes. Communicate with doctoral committee members throughout theyear for discussion of policy changes. Communicate relevant policy changes tostudents and faculty.
D. Overseetracking of student progress and troubleshooting student performance issues: Communicate academic issues like time-to-degree limits andacademic probation directly with students. Meet with students when necessary toadvise on next steps, such as extensions of deadlines or possible leaves of absence.Track student progress by sending mid-semester evaluations to faculty.
Track progress inresearch internships and communicate with faculty about student issues. Sendself-assessment forms to all first-year students and then meet with them todiscuss progress and goals in the summer after year 1.
E. Submit updatesto the Doctoral page on the web: Inconjunction with the Assistant Dean for the Doctoral Program, suggest changesfor the doctoral webpages to the marketing team that will help increase themarketability and visibility of our students on the job market. Communicate allPhD program accomplishments, such as dissertation defenses, to marketing forsocial media updates.
F. Maintain andupdate as necessary Canvas sites for the Doctoral Program: Update new modules for doctoral faculty on doctoral programprocedures.
G. Annuallyupdate the content of the Doctoral and Student guides: Oversee annual updates to the PhD student guide, includingpolicy changes adopted at doctoral committee meetings.
H. Updatedoctoral program procedures in shared Google folders: Continually update the folder with changes in procedures.
Meet with new faculty to discuss doctoral program policies and procedures.
Supervise and train one or two graduate assistants.
V. DOCTORALPROGRAM METRICS/OUTCOMES (5%):
A. MaintainFileMaker database with student information.
B. Preparemonthly statistics on current student demographics.
C. Preparestatistics on PhD program for annual Council on Social Work Education report.
D. Preparestatistics on PhD program for CGS report.
E. Assist inpreparation of materials for re-accreditation process.
F. Maintain andupdate alumni database: Communicate withalumni on an annual basis to request information about publishing and to obtaincopies of CVs.
G. Help studentswith professional development: Inconjunction with the Assistant Dean for the Doctoral Program, attend Job Clubmeetings with students. Organize meetings with faculty to discuss the jobsearch process. Organize and participate in mock interviews and job talks forstudents on the job market.
VI. DOCTORALPROGRAM BUDGET (5%)
A. Forecast andtrack the doctoral program budget.
B. Preparequarterly financial reports for the Director of the Doctoral Program andAssociate Dean for Finance, Research, and Administration.
C. Manage travelgrants for students who present at conferences.
D. Oversee the processing of stipends for all paid researchand teaching-related positions for doctoral students: Communicate new hires to Business Office and advise onnumber of hours.
E. Oversee the use of doctoral P card and all purchasing ofdoctoral program/doctoral lounge supplies.
Other projects,as assigned.
Occasional evening hours may be required.
Travel to the Society for Social Work and Research (SSWR)or Council on Social Work Education (CSWE) Conferences may be required.