Program Manager I

University of Louisville•Louisville, KY

14h•$61,147 - $91,721•Onsite

About The Position

The Program Manager I at the University of Louisville Kent School of Social Work directly reports to and carries out their roles and responsibilities under the supervision and direction of the PhD program director. The Program Manager is tasked with ensuring program activities including admissions, milestone tracking, registration/advising, orientation, graduation, student success and course management. and other related ongoing activities and initiatives are accomplished in a timely manner to meet program goals and objectives. This position will engage students directly through conducting individual meetings, workshops, and professional development training to foster student retention and success. The ideal candidate will demonstrate a commitment to an equitable and inclusive environment for students, staff and faculty that promotes a culture of belonging.

Requirements

Bachelor's degree in a related field and four (4) years of relevant experience or an equivalent combination of education and experience.
Strong verbal and written skills to communicate with prospective students, applicants, students, faculty, staff, and community partners as well as conduct face to face and virtual presentations and conduct meetings.

Nice To Haves

Earned Masters in higher education administration
Evidence of successful coordination of academic programs
Evidence of successfully working with students, faculty, and colleagues in an academic or related setting
Evidence of working independently and taking initiative to accomplish program objectives
Demonstrated competence in the use of computer, software (i.e. Word, Excel, Access, PowerPoint, Publisher) and other technological tools to facilitate efficient and creative program coordination
At least two (2) years of experience in a higher education setting at the post-baccalaureate and/or graduate level.
Demonstrating increasing levels of responsibility, professional expertise, and leadership in higher education
Knowledge of EAB Analytics, Sonia, and Workday.

Responsibilities

Work with Kent School Marketing to develop marketing materials
Periodically review marketing materials including all online and hardcopy application materials, bulletin/catalog and scholarship materials as well as materials published by The Graduate School with attention to accuracy and consistency.
Assist with closing recruitment initiatives including offering face to face and online (i.e. webinar) informational sessions
Assist with identifying new markets for the doctoral program, successfully collaborating with marketing offices and Kent Recruitment and Admissions personnel.
Complete periodic queries and create and maintain reports on admissions and graduation data to share with administrative leadership and guide policy and priorities, including as-needed reports upon request for accrediting agencies like CSWE.
Check and respond to all questions and requests via the PHD Service Account.
Advise prospective students/applicants on Kent School’s procedures and policies related to PHD admissions by offering/facilitating face to face, and online, phone and/or e-mail informational meetings.
Process doctoral applications in a timely manner, adjusting work hours when necessary to accommodate peak deadline periods.
Review submitted application materials for completeness and provide completed applicant admissions materials to the PhD Program Committee
Utilize the university’s systems to track student admissions/records as it pertains to doctoral students.
Collaborate with Kent Recruitment and Admissions staff and provide on-going communication for application updates, offers, and support to prospective students and applicants - as well as coordinate interviews with the admissions committee and selected applicants.
Coordinate and communicate with other relevant units on campus such as the Graduate School, the Kent Director of Marketing and Coordinator of Continuing education, and the International Center to facilitate administrative/regulatory approval required from these units in order for prospective students to be admitted to the PhD program.
Updates and disseminates virtual welcome packet to incoming students
Provides information on course schedules, registration, financial aid, and scholarships to students; assist students to troubleshoot registration problems/issues.
Initiate and request approval for changes in courses, adding courses, i.e. all independent studies via the Course Inventory File (CIF) form and CLSS (CourseLeaf); Coordinate with registrar as needed for circumstances, batch enrollment, or removal of courses
Manage the schedule and registration/enrollment of courses to ensure students are able to take the courses they need in the right sequence in collaboration with the program director to achieve strategic course management goals; update catalog and schedule as required using university systems
Coordinate the departmental student orientation for the PhD program in an online and in-person capacity, partnering with campus resources, and contribute to the development of curriculum/agenda for orientation and any accompanying student receptions, open houses, and student information sessions.
Coordinate PhD Bootcamp specifically in addition to orientation
Coordinate Dissertations, Comp Exam, and PhD commencement celebration activities in coordination with the DSW Program Manager.
Conducts Monthly to biweekly virtual office hours/optional meetings for students to attend to address concerns and promote planning (students can optionally submit a concern topic to review in the meeting). Additionally conduct end of semester meetings.
Oversee the process from prospective students to applicants through matriculation and graduation
Communicate with the Director about those circumstances in need of action or coordinate professional and academic review. Document revised planning or safety plan if needed. Notify appropriate parties if needed (i.e. DOS, mentor, etc)
Collaborate with the doctoral Program Director and Associate Dean of Academic Affairs to develop, promote, and support initiatives to strengthen student retention.
Serve as the departmental point person on doctoral program student retention and satisfaction to ensure achievement of PhD retention goals. Coordinate closely with the PhD Program Director, Associate Dean of Academic Affairs, and other facilitating parties in all matters relating to enrollment and retention.
Maintain all required documents/credentials for PhD students.
Assist with comprehensive exam and dissertation processes and procedures coordinated with the Graduate School; Track student progress to degree milestones
Assist with, coordinate, and communicate program Annual Mentoring Contracts and Annual Review procedures to students and mentors
Coordinate Professional Development Workshops and other service committee opportunities for students and candidates to participate.
Communicate with PhD students and the representative on programmatic changes, news, etc. via the program’s weekly update newsletter
Assist with development and update/upkeep of the program manuals to be used as a resource for prospective and current students.
Collaboratively manage and oversee the preparation of the program portion of the college catalog and related publications for the PhD program where needed (Kent School webpage, Blackboard, etc.) for appropriate messaging and brand identity in collaboration with the Director of Marketing.
Coordinate and communicate with other relevant units on campus such as the Graduate School, Registrar's Office, and International Center on matters related to the PhD program.
Coordinate and communicate with other relevant units in relation to various events throughout the semester (i.e. Graduate Appreciation Week; Social Work Week)
Assist with scholarship applications and maintain an accurate corresponding database. Provide information to faculty and other committee members on prospective scholarship recipients.
Attend and coordinate PhD faculty meetings, follow up with Program Director on unfinished business items or put them on future agendas, prepare written minutes and disseminate to faculty in a timely basis.
Prepare timely reports on recruitment, scholarship, admission, financial aid, registration, graduation and alumni accomplishments for the program, school, university, and relevant national organizations (i.e., CSWE, GADE).
Track and report all assistantships to the Graduate School adhering to all guidelines pertaining to Graduate assistantships, including foreign nationals, housing, transportation, parking permits, travel information, etc.
Communicate with GRA/Fellowship Scholarship students to submit appropriate waivers and department funding requests
Track the timely confirmation of faculty mentors for student independent studies, research and teaching practicums communicating with the Director those circumstances in need of action.
Track and assist with Program Operating Budget relating to Office Supplies, Travel (conferences), Instruction, and other related components.
Track and assist with Endowment/Gift accounts to ensure funding is used appropriately to assist with student scholarship, professional development, dissertation/research and other program related support
Track student progress in the program and adherence to the program plan, and communicating with the Director those circumstances in need of action
Periodically research/scan other benchmark and well-established programs to ensure program parity, state of the art educational programming and training, and current practice trends.
Analyzes and synthesizes quantitative and qualitative data to implement innovative practices and strategies around retention and student success. Regularly presents and communicates these data to PhD Program Director and other stakeholders for outcome-based initiatives and accreditation.
Assist with ongoing evaluation of the PhD program by gathering student and instructor feedback data
Communicate weekly with PhD students and their representatives on programmatic changes, news
Represent the school on various university committees and external committees.
Coordinate the Psychosocial Oncology concentration by maintaining a student database of current and past students, communicating via email and scheduling meetings with students. Plan the fall meeting of oncology researchers by reserving space, accommodations, itineraries, agendas, restaurant reservations, and other materials. Print surveys and assemble questionnaires. Assist faculty in the specialization with any teaching-related needs, i.e. room scheduling, textbooks, etc. Assist Endowed Chair with marketing related planning and recruitment.
Assist with course or new program development processes as needed in correspondence with Office of Academic Planning and Accountability (OAPA); This includes but is not limited to course or degree proposals, changes in codes or course descriptions, deletion/activation of courses
Assist with development of marketing materials and correspondence with Marketing Department;
Assist with PSO Website improvements that relate to PSO Chair, course/course description, and other related updates