Senior Academic Program Manager - Mellon College of Science - Biological Sciences

Carnegie Mellon University•Pittsburgh, PA

22h•Onsite

About The Position

Carnegie Mellon University (CMU) is a private, global research university. The Mellon College of Science (MCS) is home to four departments and many programs and research centers that cross disciplines. Biological Sciences is a large department with a variety of degree programs that serve not only its own students, but also all of the undergraduate students on campus taking biological sciences courses. The CMU Health Professions Program (HPP) is a university-wide resource available to all current students and alumni and is designed to help individuals pursue careers in health care. The Senior Academic Program Manager will work closely with the Director of Undergraduate Studies, the Department Head, the HPP Director, and other key department faculty, to serve these students.

Requirements

Bachelor’s Degree required
Documented experience in higher education, administrative support, student services, purchasing, and/or academic program management.
Strong relationship building, organization, problem-solving and reasoning skills required.
Successful completion of a pre-employment background check

Nice To Haves

degree in Biological Sciences or related field preferred
Education marketing/outreach experience preferred.
Strong oral and written communication skills preferred.
Strong technical skills preferred (Google Suite, Microsoft Suite).

Responsibilities

Administer courses, rosters, and registration processes in S3 (student information system), including course setup, waitlist management, prerequisite enforcement, and exception handling.
Generate reports for enrollment tracking and maintain departmental & HPP academic records, including the placement exam and special topics.
Serve as the primary liaison to the Registrar’s Office, coordinating exam scheduling, classroom changes, and communicating updates to faculty.
Support curriculum management by maintaining websites, catalog, and audit systems (e.g., Stellic), coordinating Committee on Undergraduate Experience (CUE) meetings, tracking policy changes, and preparing materials for college-level review.
Manage faculty advisor scheduling and roster, assessing and analyzing student engagement with advising resources, and manage departmental and HPP inboxes and communications (listservs, announcements, Canvas courses).
Support key milestones such as undergraduate research deadlines, graduation preparation in the department, and medical school application preparation.
Maintain database and academic records of current and previous departmental and HPP advisees.
Triage student advising questions, for both departmental and HPP students.
Provide operational support for instruction, including grading timelines, supporting TA coordination, course materials, and data for faculty reviews and awards.
Maintenance and access control for faculty lounge.
Lead the planning and execution of the undergraduate diploma ceremony, including vendor coordination, communications, logistics, and program production.
Supports coordination of Master’s and PhD diploma ceremonies.
Coordinates with other departments and programs that host their ceremonies in shared spaces.
Manage registration for undergraduate research for credit, coordinate honors thesis program, and maintain academic records for undergraduate research and honors research programs.
Maintenance and access control for the undergraduate student lounge.
Support departmental and HPP events, student activities, and special programs (e.g., colloquia, workshops, Spring Carnival events, networking and professional development events).
Manage student grant applications and distribution for the department and HPP.
Manage prospective student inquiries for the department and HPP, and support alumni engagement, tracking, and communications.
Support prospective student events coordinated by the department and HPP.
Manage work-study students.
Coordinate student and staff volunteers for events.
Perform other duties as assigned in support of departmental and HPP operations.
Maintain records for accreditation, providing support for faculty reappointment and promotion, preparing material for college meetings, and supporting purchasing.