The Academic Program Management and Services Associate will provide academic and program support and coordination for the Immunology, and Genetics IDGP programs: coordinate and monitor the recruitment process for prospective IDGP graduate students; serve as liaison with students and their families, providing information, guidance and interpretation of UI academic policies and procedures; coordinate the enrollment and orientation processes; plan and implement recruitment activities; plan and arrange facilities and services for program courses and events; participate in retention, student success and career-related programming; monitor course enrollment; liaison with faculty regarding courses; assist with tracking and reporting of admissions/enrollment data; coordinate and monitor curricular policies; and administer the accreditation, compliance and reporting requirements.
This position is eligible for hybrid work within Iowa and will require a work arrangement form to be completed upon the start of your employment. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location.
Specific Job Duties and Tasks
Assist the recruitment process for prospective graduate students: gather confidential admissions and application materials; analyze materials for specific information; develop specialized reports; and plan, coordinate and implement on and off campus recruitment activities/programs and special events.
Assist in coordinating the Biomedical Scholars Summer Undergraduate Research Program (IDGP BSURP) for approximately 20-25 students per year. Duties may include coordinate recruitment process with faculty and staff; communicate with prospective applicants regarding status of applications; oversee admission of students to IDGP BSURP program and placement into associated laboratories; initiate and process HR transactions and student appointments; coordinate on-campus housing; and facilitate travel and student reimbursements.
Develop and maintain program web pages and social media presence for the Immunology and Genetics IDGP's.
Create, maintain, and distribute promotional material for guest speakers and student seminar series, student dissertation defenses, and graduate exam announcements.
Assist with enrollment and orientation processes for new IDGP graduate students, assist with the tracking and reporting of admissions/enrollment data, and develop student orientation presentations.
Liaison with faculty and adjuncts regarding courses; schedule faculty and student talks and evaluations; and track attendance.
Interpret and inform students and faculty regarding university academic policies and procedures.
Provide academic program management for the IDGP programs: coordinate and monitor curricular policies; and administer the accreditation, compliance, and reporting requirements specific to the academic programs.
Coordinate and oversee the scheduling (internal meetings, lunches, travel arrangements, etc.) and announcements for the weekly seminar series for the Immunology and Genetics IDGP programs.
Advise management on budgetary needs or discrepancies.
Create, develop, and prepare budgets costs and student/faculty information for: Seminar Series, recruiting events, and Biomedical Scholars Summer Undergraduate Student Research events.
To obtain the full job description including key areas of responsibility, technical competencies, and desirable qualifications, please contact Alex-Schutman@uiowa.edu
Education Required
A Bachelor's degree in a related field; or an equivalent combination of education and experience is required.
Required Qualifications
Related administrative experience (typically six months to one year) supporting the daily operations of an office or program including serving as a liaison, and event planning and coordination is required.
Demonstrated excellent written and verbal communication skills; ability to effectively, accurately transmit, receive and interpret ideas, information, and needs through appropriate communication methods and behaviors at a working proficiency level is required.
Working proficiency in the use of computer software applications, including word processing, spreadsheets, web content management, and database software is required.
Demonstrated knowledge of effective strategies for working with faculty, staff, and students from a variety of backgrounds and perspectives.
The ability to occasionally assist with meetings and events outside of normal working hours is required.
Driver's License and ability to meet UI Fleet Safety Standards.
Desirable Qualifications
Experience with graduate student program recruitment, admission, enrollment, orientation and liaison is highly desirable.
Demonstrated ability to adjust and develop self to prepare for new or changing assignments, processes, people or priorities as organizational needs dictate at a working proficiency level is desirable.
Experience arranging travel, coordinating schedules for multiple people, and organizing catering.
Working knowledge and proficiency with social media platforms is desirable.
Knowledge of University of Iowa policies, procedures, systems and regulations including pCard purchases policies and Pro-Trav trip requests is desirable.
Application Details
In order to be considered for an interview, applicants must upload:
Resume
Cover Letter
Job openings are posted for a minimum of 14 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. 5 professional references will be requested at a later step in the recruitment process.
For questions, contact Alex Schutman at Alex-Schutman@uiowa.edu
Benefits Highlights
Regular salaried position. Located in Iowa City, Iowa.
Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans.
