Director of Graduate Studies

  • Villanova University
  • Villanova, PA, USA
  • May 20, 2022
Full time Admissions/Retention/Enrollment Mgmt. Deans & Directors Other Academic Administration & Affairs Other Administrative Positions

Job Description

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Director of Graduate Studies

Posting Number: 20223091S
Position Type: Staff
Location: Villanova, PA
Recruitment Type: Internal/External Applicants
Work Schedule: full-time/12-months
Department: 252-Dean-Graduate School

Position Summary:
In close collaboration with the Dean, the Director of Graduate Studies is responsible for directing and overseeing all aspects of operations for the graduate programs in the College of Liberal Arts and Sciences. This individual works to continually initiate, manage, and enhance offerings and processes, protocols and procedures, to help Graduate Studies achieve its strategic goals and to support students from the time of recruitment to program completion/graduation.

The Director works closely with the Dean of Graduate Studies on strategic planning and gathers and analyzes data to inform the activities and initiatives of Graduate Studies. Manages the workflow, daily operations, and professional development opportunities of support staff in the Graduate Studies Office. The Director collaborates across the University (Office of Graduate Education, Office of Online Programs, Registrar, Bursar, Financial Aid, Diversity & Inclusion, Learning Support Services, Disability Services, Counseling Center, General Counsel, Academic Departments) and with any external partners with whom Villanova contracts to resolve academic and student service issues. The Director upholds academic policies in the management and approval of student requests for drop/add, WX, overloads, permission to take a graduate course, leaves of absence, reinstatements, and grade extensions. In the performance of these duties, the Director works directly with the Graduate Dean, Program Chairs, Graduate Program Directors and Graduate faculty and support staff among others. The Director may need to represent the Dean at meetings and events during periods of absence.

Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University's mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties and Responsibilities:

  • Staff supervision. Hires, trains, supervises and mentors the Graduate Studies staff (e.g, processing applications, dealing with student questions/requests, faculty issues, coordinating work schedules, professional development, etc.).
  • Strategically plans, develops, implements and manages all aspects of operations for Graduate Studies, in close partnership with the Dean.
  • Works with staff from across the College of Liberal Arts and Sciences on a daily basis to answer questions about University policies and procedures.
  • Plans and runs weekly staff meetings and bi-weekly operations meetings.
  • In partnership with the Associate Director for Technology and Operations, plans and runs monthly meetings for staff working in CLAS on graduate programs in all of the academic departments.
  • Facilitates and encourages staff-wide implementation of University-wide initiatives related to updated or new software, strategic planning, new policies and procedures, physical space changes, etc.
  • Monitors compliance with Graduate Studies policies. Promulgates and enforces the numerous established policies in the Dean's Office related to faculty and student performance in a variety of areas (e.g., minimum GPA for students, deadlines for drop/add requests, deadlines for WX requests, change of grade requests, approving students for graduation, dealing with student complaints, requests for change of status and reinstatements, leaves of absence requests, etc.).
  • Ensures policy changes are accurately updated on the Graduate Studies website.
  • Manages publication of the Graduate Studies Handbook of Degree Requirements.
  • Ensures policies and requirements listed in any publications match those on the Graduate Studies website.
  • Coordinates with other administrative offices on campus (e.g., Bursar, Registrar, International Student Office, General Counsel, Human Resources, Office of Financial Assistance, Athletics, among others) regarding various issues related to the efficient operations of Graduate Arts and Sciences.
  • Manages cross-college and cross-campus interdisciplinary study by working with students and Registrar's Office to facilitate course registration across levels when appropriate.
  • Meets with all students admitted to combined bachelor/master programs to ensure smooth transition from undergraduate to graduate degree programs, apprising students of all relevant policy differences.
  • Manages Summer Language Workshop application and registration for doctoral and master's level students in CLAS.
  • Manages and facilitates the academic review process for graduate students by leading the review and assessment of whether poorly performing students should be a) placed on probation, b) academically dismissed, or c) otherwise addressed. Reviews appeals of decisions with the Dean of Graduate Studies.
  • Communicates with faculty, staff and students regarding academic probation and dismissal.
  • Responsible for referring students with academic difficulty to campus resources, especially while on probation.
  • Manages graduate enrollment for CLAS.
  • Develops and implements policies and procedures to ensure the smooth and efficient processing of the life-cycle of students including: inquiries, applications, acceptances, rejections, and enrollment for the 20+ graduate programs in CLAS.
  • Ensures compliance with University, College, and governmental policies (e.g., international students).
  • Keeps Graduate Program Directors and support staff informed of all changes both in written correspondence and oral presentations.
  • Manages the Presidential Fellowship application process and other scholarship programs (e.g., Alexander and Johannes Scholarship).
  • Oversees the management of onboarding all incoming funded students in CLAS in collaboration with Enrollment Coordinator, Human Resources, and Payroll.
  • Stays up-to-date with best practices in graduate enrollment management by attending conferences, webinars, and other industry presentations.
  • Conducts academic review of all students enrolled in graduate CLAS nine times per year (six times per year for programs operating on 8-week calendars and three times per year for programs operating on standard calendar).
  • Works with Dean and Director of Marketing and Communication to assist in the marketing and recruiting initiatives undertaken by the Graduate Studies Office (e.g., e-newsletter, information sheets).
  • Actively participates as a member of University and College committees as requested (e.g., Graduate Professional Development Council, CLAS Diversity, Equity, and Inclusion Committee, Strategic Planning, Re-accreditation, etc.). Perform other duties and assist with projects as assigned.


Preferred and Required Qualifications

Minimum Qualifications:

  • Master's degree required.
  • Five years of supervisory experience in academic administration or a comparable setting.
  • Individual must have excellent oral, written and interpersonal skills to deal with the various faculty, administration, staff, and student population regarding the very sensitive issues that arise throughout the academic year. Individual must also possess strong organizational skills to deal with the various projects and numerous deadlines that arise throughout the year.
  • Candidate must have strong organizational, time management and relationship management skills with demonstrated ability to work as a team player. Results-oriented individual who can anticipate and identify problems and opportunities and takes decisive action to proactively address them. Excellent oral and written communication skills; strong organizational, problem solving and decision making skills are required. Candidates must have the ability to establish and maintain long term relationships. The candidate selected must also communicate professionally and efficiently within a fast-paced environment.
  • The candidate must be proficient in all standard computer applications, including Microsoft office products, extremely proficient in Microsoft Word, Excel. General knowledge of office principles and procedures is required.
  • The individual must have a deep commitment to the Office of Graduate Studies in the College of Liberal Arts and Sciences, to the • University's Catholic/Augustinian heritage and the advancement of its mission, and to serving the needs of a diverse community.

Physical Requirements and/or Unusual Work Hours:
Occasional support of evening and weekend events is required.

Application Details

Posting Date: 05/05/2022
Closing Date (11:59pm ET): 06/10/2022
Salary Posting Information: Commensurate with experience.
Salary Band: J
Job Classification: exempt
References Needed
Minimum Number of References Needed 3


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