Job Description

Scheduled Hours

37.5The Academic Program Services Coordinator supports CAPS academic programs, courses, projects, and related administrative processes. This role provides administrative support to the Vice Dean and the Associate Dean & Chief of Staff, while coordinating information, systems, records, communications, and processes that support the effective delivery of academic programs, initiatives, and services. The position works collaboratively with faculty, staff, students, and university partners to support academic administration, reporting, administrative support, and the effective delivery of CAPS programs and services.

Support CAPS Course Administration:

• Support management of CAPS for-credit courses in Workday, including course schedules and the CAPS’s section of the University Bulletin.
• Collaborate with academic leadership and the CAPS Assistant Director of Academic Services to support course planning, scheduling, registration coordination, and academic records processes.
• Manage course and section setup each term, including course details, instructors, modality, meeting schedules, enrollment limits, and related updates.
• Draft and coordinate the course call and enrollment reports.
• Assist with faculty teaching assignments and related course and classroom scheduling processes.
• Support low-enrollment review and course cancellation process in collaboration with CAPS leadership, Assistant Director of Academic Services, and CAPS Finance team.
• Coordinate course evaluations and collaborate with the Office of the University Registrar on course administration processes.

• Maintain University Bulletin updates and coordinate related website updates.
• Coordinate classroom requests and reservations for CAPS courses.
• Provide administrative support related to Workday course processes, troubleshooting, and term maintenance.

Academic Administrative Support:

• Provide administrative support to the Vice Dean in support of academic programs, course administration, curriculum processes, and faculty-related activities.
• Serve as a liaison between CAPS administration, faculty, and university offices, including the Office of the University Registrar and WashU IT.
• Provide administrative support for course records, curriculum processes, Canvas operations, and academic systems used within CAPS.
• Manage and provide support for the Special Audit Program.
• Monitor and communicate course and academic program updates for the CAPS website.
• Support curriculum committees, meetings, and related documentation.
• Provide administrative support for Qualtrics, Airtable, and other academic processes.
• Support faculty textbook request process, bookstore communication, and related internal records.

Administrative Support to the Associate Dean & Chief of Staff:

• Provide administrative support for projects, initiatives, and activities led by the Associate Dean & Chief of Staff.
• Coordinate meetings, communications, documentation, and follow-up activities related to school priorities and initiatives.
• Assist with the preparation of reports, presentations, correspondence, and other materials for leadership, committees, and university partners.
• Assist with data collection, record maintenance, reporting, and other administrative activities that support decision-making, process improvement, and schoolwide initiatives.

Other Duties:

• Assist with proofreading and editing CAPS communications and documents.

• Provide general administrative support for cross-functional initiatives and special projects.
• Represent CAPS at department and university events as needed.
• Perform other duties as assigned.

Decision Making and Impact:

• Supports the effective administration and coordination of CAPS programs, services, initiatives, and administrative processes.
• Exercises judgment in applying established policies and procedures, resolving routine administrative matters, and escalating issues as appropriate.
• Decisions impact the accuracy and effectiveness of services provided to students, faculty, staff and university partners.

Financial/Operational Impact:

• Supports administrative processes that may inform academic, operational, and financial decision-making.
• Responsible for maintaining accurate records, reports, and documentation related to assigned programs, projects, and administrative activities.
• Does not have direct budgetary or financial management responsibility.

Working Conditions:
Job Location/Working Conditions:

• Normal office environment.
• Typically working at a desk or table.
• Repetitive wrist, hand or finger movement.
• Standard working hours are Monday - Friday 8:30am - 5:00pm CST. Work schedule to be determined with direct supervisor during first week.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

CertificationsProfessional Licenses

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

Bachelor's degree

CertificationsProfessional Licenses

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Communication, Computer Literacy, Confidentiality, Detail-Oriented, Financial Applications, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Equipment, Payroll Systems, Priority Management, Problem Solving, Sound Judgment, Supervision, Workday Software, Working Independently

Grade

G08-H

Salary Range

$21.17 - $32.85 / HourlyThe salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ

Accommodation

If you are unable to use our online application system and would like an accommodation, please emailCandidateQuestions@wustl.eduor call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an 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.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.