Academic Program Management and Services Associate

UIOWA•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. Responsibilities include coordinating and monitoring the recruitment process for prospective IDGP graduate students, serving as a liaison with students and their families to provide information, guidance, and interpretation of UI academic policies and procedures, coordinating enrollment and orientation processes, planning and implementing recruitment activities, and planning and arranging facilities and services for program courses and events. The associate will also participate in retention, student success, and career-related programming, monitor course enrollment, liaise with faculty regarding courses, assist with tracking and reporting of admissions/enrollment data, coordinate and monitor curricular policies, and administer accreditation, compliance, and reporting requirements. Additionally, the role involves coordinating, planning, and arranging facilities and services for the program seminar series and serving as a liaison with guest speakers. This position is eligible for hybrid work within Iowa and requires an annual review of the work arrangement.

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

Assist the recruitment process for prospective graduate students, including gathering and analyzing admissions materials, developing specialized reports, and planning/implementing recruitment activities and events.
Assist in coordinating the Biomedical Scholars Summer Undergraduate Research Program (IDGP BSURP), including recruitment, communication with applicants, overseeing admissions and placement, coordinating housing, and facilitating travel and reimbursements.
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.
Assist with the tracking and reporting of admissions/enrollment data.
Develop student orientation presentations.
Liaise with faculty and adjuncts regarding courses, schedule faculty and student talks and evaluations, and track attendance.
Monitor course enrollment and assist with course scheduling.
Inform applicants on course requirements.
Set-up and maintain ICON courses, and train faculty on ICON courses.
Interpret and inform students and faculty regarding University academic policies and procedures.
Coordinate and monitor curricular policies for the IDGP programs.
Administer accreditation, compliance, and reporting requirements specific to the academic programs.
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 for all IDGP program courses and events, including travel arrangements for visiting speakers, honorariums, travel reimbursements, coordinating calendars, facilities, services, and catering.
Correspond with alumni, receive changes in employment and contact information, enter changes in databases and on the website, and locate alumni through online searches and telephone calls.
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.