Academic Program Management and Services Associate

University of Iowa•Iowa City, IA

1d•Hybrid

About The Position

The Graduate College at the University of Iowa is seeking an Academic Program Management & Services Associate. This role provides academic and program support and coordination for the Immunology and Genetics IDGP programs. Key responsibilities include coordinating and monitoring the recruitment process for prospective IDGP graduate students, serving as a liaison for students and families regarding UI academic policies, coordinating enrollment and orientation, planning recruitment activities, arranging facilities and services for program courses and events, participating in retention and student success programming, monitoring course enrollment, liaising with faculty, assisting with data tracking and reporting, coordinating curricular policies, and administering accreditation and compliance requirements. The role also involves coordinating and arranging services for program seminar series and guest speakers.

Requirements

A Bachelor’s degree in a related field; or an equivalent combination of education and experience is 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, accurately transmit, receive and 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, spreadsheets, web content management, and database software is required.
Demonstrated knowledge of effective strategies for working with faculty, staff, and students from a variety of backgrounds and perspectives.
The ability to occasionally assist with meetings and events outside of normal working hours is required.

Nice To Haves

Experience with graduate student program recruitment, admission, enrollment, orientation and liaison is highly desirable.
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.
Experience arranging travel, coordinating schedules for multiple people, and organizing catering.
Working knowledge and proficiency with social media platforms is desirable.
Knowledge of University of Iowa policies, procedures, systems and regulations including pCard purchases policies and Pro-Trav trip requests is desirable.

Responsibilities

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.
Administer the accreditation, compliance and reporting requirements.
Coordinate, plan and arrange facilities and services for program seminar series and serve as liaison with guest speakers.
Assist the recruitment process for prospective graduate students, including gathering admissions materials, analyzing them, developing reports, and planning/implementing recruitment activities.
Assist in coordinating the Biomedical Scholars Summer Undergraduate Research Program (IDGP BSURP).
Develop and maintain program web pages and social media presence for the Immunology and Genetics IDGP’s.
Create, maintain, and distribute promotional material for guest speakers, student seminar series, student dissertation defenses, and graduate exam announcements.
Assist with enrollment and orientation processes for new IDGP graduate students.
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.
Interpret and inform students and faculty regarding University academic policies and procedures.
Provide academic program management for the IDGP programs, including coordinating curricular policies and administering accreditation, compliance, and reporting requirements.
Coordinate and oversee the scheduling and announcements for the weekly seminar series for the Immunology and Genetics IDGP programs.
Plan and arrange for appropriate facilities and services in conjunction with all IDGP program courses and events.
Correspond with alumni, update their information in databases and on the website, and locate "lost" alumni.
Advise management on budgetary needs or discrepancies.
Create, develop and prepare budgets for Seminar Series, recruiting events, and Biomedical Scholars Summer Undergraduate Student Research events.
Assist with grant preparation for all IDGP programs.
Evaluate and initiate requests for services, supplies, and maintenance for all IDGP programs.