Academic Program Manager

General Summary/Purpose

The Deputy Director of the Neuroscience Training Program (NTP) is responsible for programmatic, academic and administrative aspects of a large, multidisciplinary PhD program at the School of Medicine. The program includes approximately 80 students and 73 faculty members from 14 departments across the broader university. The Deputy Director reports to the Program Director(s) and represents the Director(s) in many facets of the program. The Deputy Director is specifically responsible for academic program planning, implementation, assessment and evaluation, as well as student advising and supervision.

Specific Duties & Responsibilities

Leadership Responsibilities – 50%

Overall Program

• Responsible for strategic leadership, operational management, analysis, reporting, collaboration, and outreach.
• Strategically identifies issues or needed program changes.
• Develops, implements, and directs ideas and changes for program development and improvement.
• Develops and leads initiatives that address the needs of the NTP and improve outcomes for current students and alumni.
• Meets with faculty to relay program information, changes and expectations.
• Promotes engagement of and collaboration among all stakeholders (faculty, students, alumni, leadership).
• Leverages resources across the University toward the design, implementation and evaluation of new policies, procedures and resources.
• Ensures that new requirements for federally sponsored support are met, including development of new curricula and programming for career preparation.
• Provides documentation required by the institutional Doctor of Philosophy Board and, along with the Program Director(s), represents the program when it is evaluated.
• Represents the NTP at institutional MA-PhD committee and other University forums when the Program Director is unable to attend.
• Represents the NTP nationally and internationally at educational and recruiting meetings (e.g., ABRCAM, SACNAS, etc.).
  
  Communication and Collaboration
• Establishes and maintains strong partnerships with faculty members, administrators, and other stakeholders to ensure that activities align with the learner’s needs, program goals, and evidence-based best practices.
• Engages in effective collaboration with internal partners (i.e., the Registrar’s Office, the Office of Graduate Student Affairs, the Student Assistance Program, the Business Office, the Professional Development and Career Office, the Office of Assessment and Evaluation, the Office of Information Technology, the Office of the Provost, basic science administrators and directors, directors and administrators of other graduate programs, etc.) and external partners (i.e., the National Institutes of Health, alumni, etc.).
• Fosters interaction and exchange of ideas with other graduate program directors at the School of Medicine and with peer institutions through personal communication and attendance at national conferences.
  
  Evaluation
• Develops and directs a comprehensive evaluation plan utilizing feedback from all stakeholders to improve program offerings and outcomes.
• Develops surveys to evaluate program activities and procedures.
• Collaborates with the Office of Assessment and Evaluation (OAE) to improve on rubrics for competencies assessment and course evaluations.
• Designs, directs, and implements programmatic changes based on evaluation data, including suggested curricula changes.
  
  Human Resources/Management
• Recruits, hires, trains, motivates and supervises staff, including setting priorities, providing guidance, motivating and holding staff accountable.
• Promotes a positive work environment and foster strong working relationships among team members.
• Determines staffing levels, training and continuing education opportunities for staff career development in order to meet the changing needs of the program.
• Determines cost effectiveness of office staffing and practices to ensure maximum efficiency.
• Develops written procedures that determine workflow and responsibility for various projects and tasks.
• Develops, recommends and implements short- and long-range goals and objectives for the team.
  
  Marketing and Promotional Activities
• Ensures appropriate program promotion and representation in the biomedical community.
• Oversees the design of program promotional materials.
• Serves as the primary contact with external network of schools, associations, and organizations, as required.
• Solicits participation by students, faculty and staff in recruiting conferences and career fairs.
• Edits and maintains website presence to provide accurate information for prospective applicants.
• Facilitates a strong social media presence to maintain interaction and engage alumni.
  
  Academic Responsibilities – 35%
  
  Academic Program
• Oversees appointment process of new faculty members to the NTP by providing materials to the Steering Committee for evaluation and approval.
• Develops and implements instructional materials for new faculty on effective mentoring.
• Communicates with course directors and administrators to coordinate and implement the core curriculum and facilitate elective course offerings.
• Monitors participation of all faculty members in program activities.
• Develops and recommends course offerings, with consideration of the program objectives and student needs and interests.
• Spearheads curriculum reform, including implementation of active learning in the core curriculum.
  
  Recruitment and Admissions
• In concert with Admissions Director, oversees process of admissions, including processing of ~600 graduate student applications, gathering credentials, scheduling interviews, planning weekend events, arranging travel and reimbursements.
• Develops new goals and mechanisms for recruiting underrepresented minority students.
• Identifies the number of slots available for new students.
• Processes paperwork for acceptance or rejection of applicants.
• Coordinates the matriculation process with the Registrar’s Office, the Office of Student Affairs and the International Office.
  
  Student Academic Progress
• Coordinates and manages all student requirements, including orientation activities, qualifying exams and exam committees, assignment of rotations, thesis committee meetings and graduation paperwork.
• Approves elective requests and exemptions from core courses (e.g., statistics) as appropriate.
• Coordinates with chairs of thesis committees and DBO committees to ensure that program guidelines and goals are understood and followed.
• Follows students’ progress through entire program, advising students on academic requirements and assisting in resolving problems using a variety of resources.
  
  NIH Training Program
• Oversees the preparation of National Institutes of Health (NIH) training grant application for competitive renewal as well as annual progress reports. This includes ensuring adherence to institutional, government, and other sponsor guidelines.
• Leads site visits when requested by the NIH during the competitive renewal process.
• Selects, assigns and prepares student training grant appointments and manages individual student fellowships as they are awarded.
  
  Administrative Responsibilities – 15%
  
  Database Management
• Creates and maintains on a continuous basis a complete database of students and faculty in the program to satisfy federal and university requirements.
• Maintains an alumni database for the entire 40-year history of the program with updated information on all graduates.
• Develops processes for effective monitoring of student progress and alumni career choices, and post career outcome information on institutional web sites as required by the NIH.
• Maintains data tables from student, faculty and alumni records.
• Prepares statistical reports and charts as needed.
  
  Program Activities
• Plans, schedules and participates in various NTP committee meetings (Steering, Admissions, etc.) and follow-up items; provides recommendations and implements programmatic changes.
• Prepares agenda and meeting materials as needed.
• Oversees the annual program retreat (including site selection and negotiation of contracts for room and board).
  
  

Minimum Qualifications(Required)

• Master's or Ph.D. in a related field.
• Five (5) years experience in all aspects of academic program administration.

Preferred Qualifications

• Supervisory experience.
  

Special Knowledge, Skills, and Abilities

• Analytical and problem-solving ability
• Ability to multi-task effectively
• Strong organizational skills
• Attention to details
• Excellent supervisory skills
• Excellent communication and interpersonal skills.

Classified Title: Academic Program Manager
Working Title: Academic Program Manager ​​​​​
Role/Level/Range: ACRP/04/ME
Starting Salary Range:$60,948 - $83,865 / Commensurate with Experience
Employee group: Full Time
Schedule:Monday - Friday, 8:30a- 5:00p / 37.5 hrs per week
Exempt Status: Exempt
Location:04-MD:School of Medicine Campus
Department name: 10002905-SOM Neuro Sci Neuroscience
Personnel area: School of Medicine

The successful candidate(s) for this position will be subject to a pre-employment background check.

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