Academic Clinical Program Management & Service Associate

University of Iowa

Iowa City, IA Executive & Management / Education & Training $40,000 to $44,000 yearly

Job Reference #: 19003319

Provide academic and program support and coordination for the Genetics, Neuroscience, Immunology, and Molecular Medicine IDGP programs: coordinate and monitor the recruitment process for prospective IDGP graduate students; serve as liaison with students and their families, providing information, guidance and interpretation of UI academic policies and procedures; coordinate the enrollment and orientation processes; plan and implement recruitment activities; plan and arrange facilities and services for program courses and events; participate in retention, student success and career-related programming; monitor course enrollment; liaison with faculty regarding courses; assist with tracking and reporting of admissions/enrollment data; coordinate and monitor curricular policies; and administer the accreditation, compliance and reporting requirements.
Recruit, Admit and Retain Prospective and Current Students for Programs, Major Departments or Colleges:
  • Assist the recruitment process for prospective graduate students: gather confidential admissions and application materials; analyze materials for specific information; develop specialized reports; and plan, coordinate and implement on and off campus recruitment activities/programs and special events.
  • Serve as liaison with students: respond to requests for information about University programs, student life, and admission policies and procedures; provide guidance; and coordinate comp and thesis meetings and exams.
  • Participate in retention, student success, and career-related programming: counsel and provide information to enrolled graduate students concerning program operations and requirements.
  • Develop and maintain program web pages: obtain, prepare, assemble, and distribute educational and promotional program materials; edit and assist in report for publication and distribution; update and edit documents to accommodate changes in text, layout, or language; perform quality assurance checks on web and graphical interfaces and inserted links; basic database management of information from web forms; compile information and become an expert in areas of importance to program audiences; apply standards for access by people with disabilities; and develop and maintain appropriate social media platforms for programs, as requested.
  • Maintain complex departmental databases of information through data entry, importing, verification, management, extraction (querying the database), and creating and generating reports.
Enrollment Management:
  • Assist with enrollment and orientation processes for new IDGP graduate students, assist with the tracking and reporting of admissions/enrollment data, and develop student orientation presentations.
  • Liaison with faculty and adjuncts regarding courses; schedule faculty and student talks and evaluations; and track attendance.
  • Monitor course enrollment, assist with course scheduling, and inform applicants on course requirements.
  • Set-up and maintain ICON courses, and train faculty on the ICON courses.
Academic Standards and Curricular Policies:
  • Interpret and inform students and faculty regarding University academic policies and procedures.
Academic Program Management (Planning, Designing, Integrating and Evaluating Curriculum):
  • Provide academic program management for the IDGP programs: coordinate and monitor curricular policies; and administer the accreditation, compliance and reporting requirements specific to the academic programs. 
  • Plan and arrange for appropriate facilities and services in conjunction with all IDGP program courses and events including travel arrangement for visiting speakers, honorariums, travel reimbursements, coordinating calendars of multiple people, facilities, services, and catering arrangements.
  • Correspond with alumni; receive changes in employment and contact information by e-mail, web form, or telephone; enter changes in database, on the web site, and other class ordered documents; and locate “lost” alumni through online searches and telephone calls.
  • Gather periodicals for binding, type information for each volume on standard bindery form, package and ship to the university contracted bindery (may coordinate shipment with the Main Library), and verify bound volumes for correctness when received from bindery.
  • Provide support to program committees as needed (Post Comps Advising Committee, Brain Bee, Outreach, Student Advising Committee, Graduate Affairs Committee, Faculty Membership Committee, Admissions Committee, Retreat Committee, Seminar Committee, Awards Committee, and Social Activities Committee).
  • Provide back-up for IDGP Academic Program Management and Services Associate as needed.
  • Maintain effective working relationships with faculty, students and staff.
  • Other duties as assigned in support of the programs.
Budget Oversight and Management:
  • Advise management on budgetary needs or discrepancies.
  • Create, develop and prepare budgets costs and student/faculty information for: Seminar Series, recruiting events, and orientation events.
  • Evaluate and initiate requests for services, supplies, and maintenance for all IDGP programs. 
  • Make recommendations on cost saving of office supplies, equipment, and recurring expenses.
  • Facilitate financial transactions with Shared Services.
  • Serve a role as outlined in IDGP programs Cash Handling Policy.

This job may be removed from posting and filled any time after the minimum posting period has ended. For questions or additional information, please contact Tanesha Herman 
Successful candidates will be subject to a criminal background check.
Education Requirement
  • A Bachelor’s degree in a related field; or an equivalent combination of education and experience is required.
Experience Required
  • Related administrative experience (typically six months to one year) supporting the daily operations of an office or program including serving as a liaison, and event planning and coordination is required. 
  • Demonstrated excellent written and verbal communication skills; ability to effectively transmit, receive and accurately interpret ideas, information, and needs through appropriate communication methods and behaviors at a working proficiency level is required. 
  • Working proficiency in the use of computer software applications, including word processing, Outlook, spreadsheets, web content management, and database software is required.
  • Demonstrated working proficiency in the ability to work with variety of individuals and groups in a constructive manner while appreciating the unique contribution of diverse individuals (i.e. individuals from varied cultures, race, creed, color, national origin, age, sex, disability, sexual orientation, gender identity, and veteran status) is required.
  • The ability to occasionally assist with meetings and events outside of normal working hours is required.
Highly Desirable Qualifications
  • experience with graduate student program recruitment, admission, enrollment, orientation and liaison is highly desirable.
Desirable Qualifications
  • Demonstrated ability to adjust and develop self to prepare for new or changing assignments, processes, people or priorities as organizational needs dictate at a working proficiency level is desirable.
  • Working knowledge and proficiency with social media platforms is desirable.
  • Knowledge of University of Iowa policies, procedures, systems and regulations including PCard purchase policies and Pro-Trav trip requests is desirable.

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 a cover letter and resume as part of the application process. Job openings are posted for a minimum of 14 calendar days.

Job ID: 68735

Posted 13 days ago

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