Academic Program Management Associate - College of Pharmacy

The Academic Program Management Associate provides professional-level support to departmental graduate programs and work as a team to support other departmental activities. Primary responsibility of this position is to support the graduate program needs of the college. Work involves recurring contact with currently enrolled students, prospective students, faculty, staff, university units, and the public. There is an expectation that the person in this position will maintain effective, civil, and respectful working relationships with all members of the community. A high level of self-direction and ability to make impactful decisions independently is expected. This position provides basic support to the Associate Dean related to scheduling and other activities associated with the Office of Graduate Education and Research.  

Key Areas of Responsibility

Recruit, Admit and Retain Prospective and Current Students for Programs, Major Departments or Colleges

• Provide comprehensive administrative and academic support for PhD, and MS students in the College of Pharmacy from recruitment through graduation, serving as the first point-of-contact for graduate program related questions.
• Plan and oversee orientation, professional development, and community-building events.
• Participate in recruitment initiatives, including travel to conferences, fairs and schools.

Application Processing and Evaluation/Credit Evaluation   

• Review, analyze and evaluate student admission application data and information.
• Prepare spreadsheets summarizing information (GPA, TOEFL, etc.) about graduate program applications to support faculty in reviewing applications.
• May evaluate and apply transfer credit. Make routine decisions based on established criteria.

Enrollment Management

• Manage graduate student enrollment, including maintain graduate student and program records, including application materials, academic and milestone-tracking files and plans of study.
• Advise students on university and collegiate policies and monitor graduate student progress, prepare and collect annual evaluations.
• Oversee graduate certificate program requests, student progress, and conferral process.

Academic Standards and Curricular Policies

• Collaborate with the Associate Dean for Graduate Education to manage deadlines, schedule meetings, compose correspondence, and update the collegiate graduate program guides.
• Advise students regarding processes for course selection, graduate program requirements, available resources, and best practices and develop plans of study for MS and PhD students.  

Academic Program Management (Planning, Designing, Integrating, and Evaluating Curriculum)

• Working with the Associate Dean for Graduate Education, serve as a point of contact for the Graduate College, Registrar, and other units on campus as related to the Graduate Program’s compliance with university policies and programming.
• Coordinate UICA graduate scholarships and awards in partnership with the budget team and departmental graduate committee.
• Track, organize, and report appropriate data in accordance with Graduate College policies.

Communication Management

• Serve as the primary department contact for inquiries and/or requests for service. Evaluate the purpose of the contact and respond by providing information, which may cover policies, procedures, or department services and/or capabilities.
• Compose and distribute email announcements to the graduate program.
• Serve as a liaison between the graduate program and other service departments within the university using a variety of modes to a wide range of constituents requiring accuracy, discretion, judgement, and organization.

Budget Oversight and Management

• Assist with travel arrangements for students, and faculty as assigned.
• Manage TDR’s and associated funding for graduate education support services.  

Human Resources Program Administration & Operations

• Administrative support for departmental events such as graduate student appreciation week, advisory council visits, faculty retreat, and alumni visits and other outreach and community building initiatives.
• Support departmental and collegiate activities as needed.
• Manage orientation, on-boarding process and manage exit checklists for graduate students.

For a complete job description, please contact Libby Kleppe at libby-kleppe@uiowa.edu