Academic Program Manager - Mellon College of Science - Physics Department

Carnegie Mellon University•Pittsburgh, PA

6d•Onsite

About The Position

Carnegie Mellon University's Physics Department within the Mellon College of Science is seeking an Academic Program Manager. This role is responsible for the comprehensive program management of the Graduate and Undergraduate Physics degree programs, including Bachelors, Masters, and Doctoral programs. The student population consists of 150 undergraduates and 90 graduate students. The position requires adaptability, excellence, and passion, with the ability to interact effectively with a diverse range of internal and external partners with a high level of integrity. The ideal candidate will share the university's values and support its mission.

Requirements

Bachelor’s Degree in academic or business administration, communication, or related field required.
Minimum of 3-5 years of experience in academic program management and/or academic advising required.
Strong relationship-building skills.
Strong problem-solving skills.
Strong reasoning skills.
Strong communication skills.
Strong organization skills.
Successful completion of a pre-employment background check.

Nice To Haves

Educational marketing and outreach experience preferred.
A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.

Responsibilities

Coordinates administrative operations, student services, and communications for the undergraduate physics program, supporting majors, minors, and all physics courses.
Manages undergraduate student registration processes, including waitlist administration, prerequisite verification, and vetting/tracking of research course enrollment.
Builds, updates, and manages class schedules each semester in the university scheduling system and internal records.
Represents the department at Registrar Academic Community Update (RACU) meetings and serves as the primary administrative contact for related tasks.
Partners with the Director of Undergraduate Affairs to plan, execute, and promote the department’s undergraduate metacurricular program.
Plans and executes all commencement ceremonies, including the management and distribution of diplomas and tracking of university and college honors.
Serves as the primary staff contact for undergraduate inquiries, providing guidance on degree requirements and academic deadlines, and connecting students with appropriate resources.
Manages and updates physics faculty advisor assignments each semester.
Maintains physics program pathways and student audits in Stellic and assists students with Stellic navigation.
Collaborates with the Director of Undergraduate Affairs on routine audits of student progress toward degree completion and degree certification.
Maintains and manages undergraduate student email distribution lists.
Tracks and communicates academic deadlines to faculty, and coordinates the collection and submission of final grades for research courses.
Manages the department syllabus repository and prepares necessary documentation for university governing bodies.
Coordinates the annual review and update of the undergraduate catalog.
Compiles student lists and background materials for the Department Head to support reappointment, promotion, and tenure cases and award nominations.
Administers student surveys and maintains data regarding graduating students and alumni outcomes.
Supports the recruitment of qualified candidates for graduate programs and the retention of enrolled students.
Arranges campus visits for prospective graduate students and prepares/distributes admission and rejection letters.
Coordinates the enrollment of new graduate students and manages their onboarding, including preparing and distributing communications.
Coordinates with the Office of International Education to advise and provide logistical support to international students regarding personal, immigration/visa, and acculturation issues.
Provides administrative support for graduate students, managing qualifying and degree completion processes, including oral exams and thesis presentations.
Manages audit, registration, and verification of graduate student progress, including Stellic profiles and tracking of annual reviews.
Creates and maintains class schedules for graduate programs.
Coordinates resolution of graduate student academic recordkeeping with the Graduate Education Office.
Plans and manages departmental commencement ceremonies or coordinates Physics engagement with MCS commencement ceremonies.
Extracts data from campus information systems and produces/updates reports for departmental decision-making and program reports to the American Institute of Physics (AIP).
Generates reports on enrollment trends, census/demographic data, class rosters, grade reports, student identification for faculty reviews, graduate teaching assistant evaluations, and other ad hoc analysis requests.
Performs other duties as assigned.