Program Coordinator

The University of Iowa

Job Reference #: 21001457

This position is responsible for the program coordination for the Departments of Management and Entrepreneurship, Accounting and Business Analytics. This position works with and serves as a backup to the Administrative Services Specialist and performs administrative and fiscal responsibilities.

KEY AREAS OF RESPONSIBILITY

Operational and Financial Management
• Responsible for creation, coordination and administration of the teaching matrix as it aligns with the departmental strategic plan, student needs, and faculty teaching loads. Coordinate and execute the operational activities of the programs.
• Monitor status of and analyze the teaching matrix when developing the course schedule; coordinate communication to appropriate directors; collaborate with program directors and Enrollment Management Director of Undergraduate Programs to manage waitlists; provide DEO’s information regarding potential issues with scheduling conflicts or teaching load requirements; and serve as the main point of contact for faculty regarding questions about course schedules.
• Build and maintain relationships with Enrollment Management Director of Undergraduate Programs, the Registrar&#x201 9;s office, program directors, directors of student service, and faculty.
• Develop an understanding of each program and major course sequencing. Work with Department Executive Officers for Mgmt. & Entr., Acct, & Bus. Analytics to establish curriculum and yearly teaching schedules based on forecasts, with overall budgets in mind.
• Coordinate academic classrooms. Collaborate with faculty, business school and university scheduling to ensure accurate scheduling information. Schedule rooms for review sessions and meetings. Coordinate SDS exams. Responsible for scheduling and approving semester courses in C207 and C231 PBB.
• Prepare and maintain Calendar of Key Events for the Departments and Programs.
• Compose memos and correspondence.
• Prepare reports for DEO’s and Dean’s Office
• Maintain files and follow University policy regarding records retention
• Monitor an d request office supplies, marketing materials and event supplies.
• Document best practices and operational procedures and maintain/enhance data integrity.
• Order textbooks and desk copies, etc.

Financial Responsibility
Serves as a backup to the Administrative Services Specialist on these duties.
• Department receives funding from multiple sources (University, College, Graduate College, Tuition Supplements, Private Funds, and Grants). Department supports its own programs (undergraduate major, specialty masters, and PhD) and research as well as College programs with faculty, lecturers, PhD students, teaching assistants (TAs) and research assistants (RAs). The Program Coordinator assists and is responsible for maintaining the final Department teaching matrix, salary spreadsheet for faculty and lecturers, and the TA-RA-PhD budget spreadsheet. This involves interfacing with the appropriate University, College and Foundation coordinators.
• Assists and is responsible for maintaining the final internal Department operating budgets and faculty research budgets ( e.g., STAR). When applicable interfacing with the University, College and Foundation on these issues. Reconciling several budgets monthly. Tracking budget expenditures and preparing reports for the department, including a monthly summary of Foundation activities.
• Assist with monitoring fundraising and Foundation donors and donations. Responsible for obtaining the list of recent donations, preparing thank you letters, and distributing.

Strategic Planning
• Assist DEO with the implementation of department and college strategic plans

Communication and Outreach
• Coordinate consistent communications to external constituencies (e.g., advisory board members, visitors to TCOB through electronic bulletin boards) regarding departmental and program activities. Develop communications plan to organize and guide ongoing communications.
• Serve as point of departmental contact for faculty, students, college and university personnel, and outside stakeholders.
• Responsible for event planning for three department advisory board semi-annual meetings, Beta Alpha Psi Banquet, Alumnus of the Year, case competitions, meetings, receptions, and faculty retreat/events. Plan and implement various events throughout the academic year.
• Assist with scheduling content and coordinating the distribution of written publications.
• Coordinate travel, lodging, local transportation and a ny special requirements of visiting lectures.

Compliance
• Responsible for coordinating and assuring compliance in program operations, developing an expertise of Registrar's Office policies such as the MAUI course offerings planner (including the scheduling of courses, entering textbooks, exams, and syllabi), the course library (reflecting updates to curriculum by courses being added, deleted, or revised), and course grades (verifying that grades are submitted on time and assisting faculty with grade changes).
• Responsible for advising DEO's on compliance issues to ensure the department remains compliant with university course-related policies.

Quality Improvement
• Evaluate and analyze departmental improvement initiatives. Assist in analysis of ACE evaluations. Assist with evaluation of programs, including assurance of learning and student surveys. Coordinate across programs to develop synergies; present opportunities for increased consistency and effectiveness to the DEOs (e.g., utilizing similar data tracking).

Leadership/Supervision
• Train and supervise student assistants.

Human Resources
• Collect and submit documentation via workflow to Human Resources for new faculty. Assist with employment contracts for lecturers, teaching assistants, research assistants, new faculty members and visitors.
• Initiate transactions for faculty, staff, graders, teaching and research assistants. Assist with processing compensation for faculty, who teach in other programs (i.e. PMBA) or perform outside faculty services
• Assists with interviews and selection of TAs and RA, obtain applications, and handle all employment documentation, payroll, appointments and contracts.
• Assist the DEO’s and faculty in assembling and distributing performance review materials for faculty, lecturers, PhD’s TA’s and RA’s.
• Responsible for monitoring the assembly and distribution of promotion packets.

REQUIRED QUALIFICATIONS
• Bachelor’s degree or equivalent combination of education and experience.
• Typically, 1 year or more of program coordination experience
• Extensive knowledge of and ability to plan, organize, monitor, and control multiple projects
• Possess excellent writing and editing skills, including the ability to use language accurately and creatively, recognize and use correct grammar, spelling, and punctuation.
• Proficiency in Microsoft Office.
• Ability to performing duties in a team-oriented, fast-paced, ever-changing work environment.
• Strong attention to detail.
• Demonstrated experience working with complex data management systems.
• Demonstrated ability to successfully work under pressure with many interruptions, multi-task in an open work environment.
&#x 2022; Demonstrated ability to interact positively with a diverse population.
• Strong verbal skills, active listening skills and the ability to maintain professionalism.
• Demonstrated ability to analyze business needs and recommend solutions.

DESIRED QUALIFICATIONS
• Master’s degree
• Working knowledge and experience in MAUI.
• Prior experience managing multiple departments and functions.
• Prior experience in event planning and supervision.
• Knowledge of AP style.
• Working knowledge of University procedures, policies, and systems.
• Previous work experience in higher education.

About Tippie College of Business
Tippie is a Top-25 public business school. We’re known for our academic rigor, our work ethic, and our Iowa-nice culture. We are over 5,000 students in programs spanning BBA to PhD. We are six academic departments—accounting, economics, finance, marketing, management and entrepreneurship, and business analytics. We are eight centers and institutes, and three student-managed endowment funds. We are 52,000 alumni and growing. We hold the gold standard of accreditations, the Association to Advance Collegiate Schools of Business (AACSB), and have maintained the accreditation since 1923. Our leadership is forward-thinking and pioneering, and our advisory boards serve as eyes and ears to industry.

 

There is an expectation that the person in this position will maintain effective, civil, and respectful working relationships with the University of Iowa campus community and uphold a high standard of cultural competency and respect for difference that represents the Tippie College of Business’ commitment to diversity, equity, and inclusion.

Successful candidates will be subject to a credential and criminal background check.

Please note regarding references: Five professional references will be requested and required at a later step in the recruitment process.

The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, national origin, age, sex, pregnancy, sexual orientation, gender identity, genetic information, religion, associational preference, status as a qualified individual with a disability, or status as a protected veteran.

Application Instructions:

Please attach (submission-relevant) a resume and cover letter that clearly indicates how you meet the qualifications listed. Job openings are posted for a minimum of 14 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended. For questions, additional information and/or a complete job description, please contact Nancy Kroeze at nancy-kroeze@uiowa.edu.

Job ID: 73257

Posted 11 days ago

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