Academic Program Specialist

University Of Michigan (The Regents @ Ann Arbor) • Ann Arbor, MI

37d • Hybrid

About The Position

The School of Dentistry (SoD) is looking to recruit the OHS (Oral Health Sciences) Program Specialist to join the Office of Research. You will report to the Office of Research Director. A hybrid schedule is a possibility in this position. The hybrid schedule will be determined in conjunction with the Office of Research Director. Ideally, the OHS Program Specialist will be on campus 2-3 days per week at the School of Dentistry located in Ann Arbor, MI.

Requirements

• At least 1 year of experience within academic student services and/or related administrative services
• At least 1 year in a previous customer service role, ideally with students in an academic program
• At least 1 year of demonstrated experience in planning and executing program initiatives and events
• Detail-oriented and service-oriented, with the ability to follow department and college-established procedures/processes
• Excellent time management and planning skills with exceptional follow-through
• Demonstrated ability to successfully manage multiple priorities, produce quality work, and meet deadlines
• Experience providing support to students with a complex funding portfolio

Nice To Haves

• Bachelor's degree or equivalent combination of education and experience
• 3 years of experience with academic student services and/or related administrative services
• Demonstrated analytical skills with the ability to recognize opportunities, identify critical, high-pay-off activities, and prioritize them to attain goals
• Ability to listen carefully to and understand customers' needs, both internally and externally, and proactively respond to those needs in a consistent and timely manner

Responsibilities

• Manage all aspects of student recruitment for Oral Health Sciences Programs (OHS). This includes coordinating on-site visits for prospective student recruits, student travel arrangements, creating final recruitment reports/feedback for OHS Program Directors, facilitating Zoom information sessions, and preparing application packets for review by the admissions committee via the GradApp tool
• Respond to complex prospective student inquiries regarding recruitment opportunities, application issues, and programmatic inquiries
• Attend and represent OHS programs at national conferences and other recruitment events, strategize OHS recruitment efforts with the Office of Research Director, OHS Program Directors, and other like programs on campus, and follow up with prospective students
• Work with school leadership and academic offices pertaining to recruitment efforts for dual degree students
• Develop and maintain recruitment and marketing materials for OHS Programs
• Overall program management for OHS students, including degree completion tracking, funding support and monitoring, reporting for program leadership, and event programming for program students
• Act as the strategic advisor for OHS Program Directors for OHS-related matters, which include student progress, Rackham/School requirements, and trainee financial support
• Maintain and update databases of program alumni, which includes creating reports for OHS Program leadership to measure program success. Work with the OHS Program Directors, OHS Program Committees, and faculty mentors to ensure student success
• Coordinate with the Grants and Contracts team as needed to facilitate student grant proposals and funding
• Develop and implement OHS standard operating procedures with a focus on streamlining processes. Communicate SOPs once implemented to OHS Program faculty, students, and staff
• Create, maintain, and update websites for OHS Programs on various websites and collaborate with appropriate faculty and staff to maintain up-to-date informatio
• Represent OHS Programs at relevant departments, the University, and organizational events/meetings
• Schedule, prepare, and attend program committee meetings, serving as a reporter. Perform needed follow-up actions with the relevant faculty and staff
• Lead coordination of student events such as orientation, graduation, monthly social events, and field trips, etc.
• Keep students apprised of dates of required seminars and other SoD/OOR events, and coordinate course scheduling as needed with other SoD staff
• Lead the logistical planning for the bi-annual symposium in coordination with the Office of Research Event Coordinator and the Office of Research Director
• Reviews and processes trainee student financials in coordination with the Office of Research Director
• Serves as Training Grant liaison with Contracts & Grants
• Coordinates with T-32/Training Grant PI, Office of Research Director, and Grants and Contracts to prepare and submit annual Training Grant RPPR and Renewal Application
• Leads the T-32/Training Grant nomination process
• Collect periodic feedback from students and provide details to the administration
• Demonstrate initiative by managing ongoing projects and developing/creating new programming/events to promote OHS programs
• Assist in ensuring a welcoming, positive, and professional environment
• May perform other responsibilities as assigned, such as some general administrative support for the Office of Research
• Participate in and support the school's annual Research Day

Benefits

• Generous paid time off for vacations, holidays, sick time, season days, and paid parental leave.
• A retirement plan that provides two-for-one matching contributions after the first year of employment.
• Many choices for comprehensive health insurance.
• Life insurance.
• Flexible spending accounts for healthcare and dependent care expenses.
• Work-life programs to strengthen a workplace culture that supports personal and family life, including child care, elder care, lactation resources, and mental and emotional health services.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Number of Employees: 5,001-10,000 employees