Description
POSITION OBJECTIVE
Working with a high degree of independence and under general direction, the Education and Program Manager will provide key program support for the school of medicine Master's and PhD Programming. Work closely with Assistant Dean for PhD Programs and Assistant Dean for Master's Programs to manage key aspects of Graduate Education office policy and programming. Predominant among these programs is the Biomedical Sciences Training Program (BSTP), the largest PhD program in the school of medicine, with activities that include daily administrative operations, overseeing and maintaining the flow of applications in Slate (constituent relationship management) system, the interview process, 2-3 recruiting events, and the onboarding of PhD students annually.
ESSENTIAL FUNCTIONS
Assist the Vice Dean, assistant deans, and the Director of Finance and Operations in managing key aspects of graduate education office Educational Programming, including planning a half day orientation in collaboration with graduate studies for all PhD incoming students. Manage compact and financial verification and agreements for all school of medicine PhD students in collaboration with all PhD programs. Serve as lead for all assistant dean's initiatives for the Graduate Education Office. (20%)
Manage and administer all aspects of the BSTP admissions process. Work closely with the BSTP program director, the Enrollment Management Office, and graduate studies to recruit domestic and international students and support them throughout the application process. Maintain student file flow and communications in the Slate system as it relates to applications, interviews and admissions decisions. Provide administrative support for the BSTP Admissions Committee in the review of applicants. Compile materials and check for completeness for the review process, maintain applicant data, distribute to appropriate faculty in Slate, take notes at all admissions committee meetings. Track and analyze demographics of student applicants and matriculants. Organize and facilitate six or more all day annual virtual interviews, coordinating interviewees and interviewers via zoom. (35%)
Coordinate annual recruiting visits: Arrange visits, lodging, food, meetings, transportation, and oversee payment for these events and meeting procurement requirements, process reimbursements to visiting students. (10%)
Onboard all new BSTP students, in conjunction with the office of graduate studies, and the International Student office. Organize annual faculty showcase for new students explaining current programs and research projects, including coordinating faculty presentations. Process payroll forms for stipends and `memos of assistance¿ for tuition and fees. Process relocation allowances for each student, arrange access. (10%)
Provide support for BSTP students throughout their first year. This includes but is not limited to assisting the BSTP director with administrative coordination of research rotations, compact and financial agreements. (10%)
Serve as the primary contact and administrative support for BSTP students at all stages of their education. Serve as the liaison for the 11 PhD programs that participate in the BSTP, providing information to faculty, students, and administrators. (5%)
NONESSENTIAL FUNCTIONS
Serve as advisor to the biomedical graduate student organization. Assist biomedical graduate student organization in planning the annual biomedical graduate student symposium. Process awards and necessary reimbursements. Oversee biomedical graduate student organization account for donations and expenditures. (5%)
Attend and participate in biweekly office staff meetings as it relates to biomedical sciences training program (1%)
Manage logistics and keep inventory of the school easels that are used throughout the school in several departments for poster sessions, symposiums, retreats, etc. (2%)
Work with Graduate Education Administrator to provide information for IBMS courses (1%)
Provide support for planned graduate education staff and perform other duties as assigned (1%)
CONTACTS
Department: Regular contact with graduate education office staff to maintain workflow.
University: Contact with Registrar, Bursar's Office, graduate studies and Admission, all academic departments within the school of medicine, University Health and Counseling Services, International Student Services, Human Resources, Enrollment Management, Office of Equity, Public Safety and Security, Office of Disability Resources, Payroll Office, Office of Financial Aid, Office of Equity, and school of medicine Alumni Relations to exchange information.
External: Contact with alumni, corporate, faculty and staff at Cleveland Clinic Foundation, University Hospitals and Veteran's Administration to exchange information. Regular contact with leadership, faculty, and staff in graduate education to exchange information.
Students: Frequent contact with doctoral and master's students and exchange information.
SUPERVISORY RESPONSIBILITY
none
QUALIFICATIONS
Experience: 3 or more years of experience in the graduate education environment.
Education: High school education; prefer Bachelor's degree.
REQUIRED SKILLS
Knowledge and understanding of commonly-used concepts, practices, and procedures within the field of academic biomedical research and graduate education at the Doctoral level.
Working knowledge of PeopleSoft financials, Slate online application system, Human Capital Management (HCM), and the Student Information System (SIS).
Excellent oral and written communication skills. Must demonstrate the ability to effectively and professionally communicate and work with various individuals from a broad spectrum of disciplines, technical and educational backgrounds within the University and with individuals outside the University.
Strong organizational skills; ability to multitask, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, and follow through.
Excellent customer service skills, ability to maintain effective working relationships and address the potential and current needs of students.
Effective management skills; ability to lead, work with and elicit cooperation from team members and staff.
Ability to work effectively, independently, and collaboratively with a team. Must be highly motivated, responsible and a self-starter.
Ability to work with sensitive information and maintain confidentiality.
Ability to maintain familiarity and demonstrate knowledge of graduate education priorities, leadership, and programs in the School of Medicine.
Effective problem-solving skills; must demonstrate sound judgment and good decision making.
Must demonstrate flexibility and ability to work under pressure; must be able and willing to work in a fast- paced, changing environment, and conform to shifting priorities, demands and timelines.
Willingness and ability to rely on and following instructions and pre-established guidelines to perform the functions of the position.
Familiarity with policies and procedures of managing graduate students through the School of Graduate Studies.
Knowledge of basic accounting practices.
Proficiency in Microsoft Office Suite and database management.
Must demonstrate willingness to learn new techniques, procedures, processes, and computer programs as needed.
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 meet consistent attendance.
WORKING CONDITIONS
This position involves standard office work. The position will perform repetitive motion using computer mouse and keyboard to type. This position is eligible for the staff hybrid work program.
Requirements
QUALIFICATIONS
Experience: 3 or more years of experience in the graduate education environment.
Education: High school education; prefer Bachelor's degree.
