Graduate Admissions & Student Affairs Officer

Reporting 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. This is a regular, full-time, exempt position and is eligible for benefits. This role is hybrid and required to be on-site a minimum of two days per 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.

• Serves as an authoritative source on MIT-WHOI Joint Program (JP) https://mit.whoi.edu/ policies and procedures for JP 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.
• Checks in new students, and organizes and, together with the MIT JP Administrator, leads new student orientation.
• 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 Sea Education Association cruise or alternative retreat programs for incoming students, and orientation for new students.
• 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. Pleave visit HERC for more information.

WHOI is an Affimative Action/Equal Opportunity Employer M/F/D/V. Applications are reviewed confidentially.

Special Requirements

WHOI has a mandatory COVID-19 vaccination policy in effect, where you must register your full vaccination status [vaccination plus booster] in order to begin your employment. The registration process is confidential and entails submitting your official vaccination records, or requesting to engage in the interactive exemption process for either a medical or religious reason. 

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.

WHOI is an Affirmative Action/Equal Opportunity Employer/Disabled/Veterans/M/F. We encourage Veterans and those with Disabilities to apply. Applications are reviewed confidentially. Applicants that require accommodation in the job application process are encouraged to contact us at (508) 289-2253 or email eeo@whoi.edu for assistance.