Description
POSITION OBJECTIVE
Working closely with all members of the Department of Neurosciences students, trainers, faculty and Educational Director, the Graduate Education Manager is responsible for all student related administrative functions for the educational programs (MS and PhD programs) in the department and takes a leadership role in the development and growth of these degree programs. This position serves as the primary point of contact for all current, former, and prospective graduate students and for education-related staff in the department of neurosciences. This position will manage all aspects of the graduate program from recruitment through graduation, organize and lead communication with students, oversee the student information systems, and is responsible for all financial aspects of the graduate program.
ESSENTIAL FUNCTIONS
Provide leadership, oversight, and coordination for all activities related to students and trainings including administering the admissions processes; developing and implementing strategies and plans for all degree and non-degree programs. Responsible for the strategic design and operationalizing enrollment initiatives. Participate in strategy planning for the program in collaboration with the educational director and departmental chairman. Identify and address short- and long-term goals. Responsible for nearly all administrative and financial implementation and maintenance of dual degree programs with only general oversight. Develop and maintain all administrative materials and functions for educational programs. (25%)
Work closely with graduate students throughout the program, to develop and maintain individual academic plans; advise on, resolve and/or troubleshoot various issues raised by graduate students. Provide academic guidance and mentoring to students, helping them to develop, establish, evaluate and monitor progress toward their educational goals. Monitor the academic progress of students, identifying those who may be in academic or programmatic difficulty, working with them to develop a plan for addressing the difficulties. Advise and counsel current students throughout the process of obtaining their degree and ensure that all regulations and requirements for graduation have been met. Advise and counsel foreign students with visa documentation, housing, and acclimatization to the school culture. Practice prudent confidentiality regarding student records (25%)
Develop and manage academic initiatives, including new course development, in collaboration with the Director of Graduate Education. Responsible for the initiation, completion and follow-up with the School of Medicine Graduate Education Office and the University Registrar's office to ensure that undergraduate and graduate courses are approved and listed in the General Bulletin. This position will be responsible for the processing of required student seminar program, journal clubs, and other programs for both the Undergraduate, MS and PhD programs. Develop and implement department policies and procedures relating to academic programs. Communicate any changes to policies and procedures to the appropriate audience to ensure implementation. Develop and maintain all student handbooks for each degree program, and the advisor/mentor handbook. (15%)
Manage the T32s electronically at NIH¿s website in eRA Commons in xTrain. Report and record all new trainee appointments, progress reports, and terminations. Liaise with NIH program administrator as needed. Manage the recruitment process for new trainees to be appointed to the T32s. Make decisions on the distribution of funds, reviewing monthly expense reports and monitoring expenditures on each grant for appropriate salaries, stipends, training-related expenses, or programmatic expenses. Manage the data tables required by NIH for the T32 proposals and progress reports. Direct the preparation of federal and non-federal training grant applications, including maintaining files of current funding opportunities, trainee appointments, and other training-related correspondence, and work with proposal team (10%)
Use the PeopleSoft (PS) Student Information System (SIS) to track and verify student enrollment and academic status. Act as the department resource to faculty and students for training with SIS. Resolve all student issues in a timely manner with limited supervision. Manage graduate student payroll and the payment of tuition (MOAs) for all PhD students. (10%)
Develop, prepare and maintain annual departmental tuition return budget, approximately $1 million. (10%)
NONESSENTIAL FUNCTIONS
Maintain the schedule of classes for all neuroscience courses. Make changes to courses (instructors, times, and place) as needed. Participate as member of and support the graduate program committees that includes the department chair and the director of the graduate program. Prepare and provide any additional report requests (e.g., NIH-NSF GSS Survey) issued in relation to students, curriculum, and CRSP degrees and certificate programs. Perform other duties as assigned. (4%)
Perform other duties as assigned. (1%)
CONTACTS
Department: Continuous contact with the Graduate Education Director, Chairman, Administrative Director and office staff to maintain workflow.
University: Regular contact with the Office of the Registrar, Graduate Studies, School of Medicine Graduate Education Office, Financial Aid, Mediavision, Office of Accommodation and Testing.
External: Regular contact with contractors, caterers, photographers, to exchange information.
Students: Regular contact with graduate and undergraduate students to exchange information.
SUPERVISORY RESPONSIBILITIES
This position does not have any direct supervisory responsibility.
QUALIFICAITONS
Education/Experience: Bachelor's degree and 3 years of related experience OR Master's degree and 1 year of related experience required. Prior experience working with students or in an academic environment preferred.
REQUIRED SKILLS
High degree of energy, creativity, flexibility, organization and interpersonal skills. Ability to lead and motivate others in order to meet objectives, goals and expectations.
Excellent oral and written communication skills and interpersonal skills; must demonstrate the ability to effectively and professionally communicate and interact with various individuals from multiple disciplines and at all levels of responsibilities within and external to the university.
Strong organization and project management skills; ability to multi-task, prioritize and meet deadlines and objectives. Must demonstrate attention to detail and accuracy, time management skills, follow-through and accountability for meeting deadlines and achieving goals and to facilitate planning processes. Must demonstrate capacity to independently identify necessary administrative objectives in advance and independently develop planning to meet such objectives.
Effective leadership skills: ability to lead, train, work with, and elicit cooperation from team members and staff in order to meet deadlines and objectives.
Ability to work effectively independently and collaboratively within a team must be highly motivated, responsible, dependable, and a self-starter.
Effective decision-making skills must demonstrate problem-solving skills and sound judgment.
Excellent marketing, recruitment, organizational, communications, negotiating, and planning skills.
Must demonstrate flexibility and ability to maintain composure while working under pressure; must be able and willing to shift priorities, demands, and timelines as needed.
Excellent problem solving skills; must demonstrate sound judgement and effective decision making; ability to identify and implement alternative resolutions and strategies; effective conflict management skills.
Experience in a Microsoft Office environment. Proficiency with MS Excel, Word, PowerPoint, and Google Suite applications. Experience with Student Information System, Canvas, and other university software.
Strong database management skills.
Ability to meet consistent attendance.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to interact with colleagues, supervisors, and customers face to face.
Ability to work with sensitive information and maintain confidentiality.
Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.
WORKING CONDITIONS
General office environment with frequent visitors.
Requirements
QUALIFICAITONS
Education/Experience: Bachelor's degree and 3 years of related experience OR Master's degree and 1 year of related experience required. Prior experience working with students or in an academic environment preferred.
