Academic Clinical Program Management & Service Associate
Company: University of Iowa
Location: Iowa City
Posted on: July 13, 2019
Provide academic and program support and coordination for the
Genetics, Neuroscience, Immunology, and Molecular Medicine 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.
Recruit, Admit and Retain Prospective and Current Students for
Programs, Major Departments or Colleges:
- 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.
- Serve as liaison with students: respond to requests for
information about University programs, student life, and admission
policies and procedures; provide guidance; and coordinate comp and
thesis meetings and exams.
- Participate in retention, student success, and career-related
programming: counsel and provide information to enrolled graduate
students concerning program operations and requirements.
- Develop and maintain program web pages: obtain, prepare,
assemble, and distribute educational and promotional program
materials; edit and assist in report for publication and
distribution; update and edit documents to accommodate changes in
text, layout, or language; perform quality assurance checks on web
and graphical interfaces and inserted links; basic database
management of information from web forms; compile information and
become an expert in areas of importance to program audiences; apply
standards for access by people with disabilities; and develop and
maintain appropriate social media platforms for programs, as
- Maintain complex departmental databases of information through
data entry, importing, verification, management, extraction
(querying the database), and creating and generating
- 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
- Liaison with faculty and adjuncts regarding courses; schedule
faculty and student talks and evaluations; and track
- Monitor course enrollment, assist with course scheduling, and
inform applicants on course requirements.
- Set-up and maintain ICON courses, and train faculty on the ICON
courses.Academic Standards and Curricular Policies:
- Interpret and inform students and faculty regarding University
academic policies and procedures.Academic Program Management
(Planning, Designing, Integrating and Evaluating Curriculum):
- 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.
- Plan and arrange for appropriate facilities and services in
conjunction with all IDGP program courses and events including
travel arrangement for visiting speakers, honorariums, travel
reimbursements, coordinating calendars of multiple people,
facilities, services, and catering arrangements.
- Correspond with alumni; receive changes in employment and
contact information by e-mail, web form, or telephone; enter
changes in database, on the web site, and other class ordered
documents; and locate lost alumni through online searches and
- Gather periodicals for binding, type information for each
volume on standard bindery form, package and ship to the university
contracted bindery (may coordinate shipment with the Main Library),
and verify bound volumes for correctness when received from
- Provide support to program committees as needed (Post Comps
Advising Committee, Brain Bee, Outreach, Student Advising
Committee, Graduate Affairs Committee, Faculty Membership
Committee, Admissions Committee, Retreat Committee, Seminar
Committee, Awards Committee, and Social Activities Committee).
- Provide back-up for IDGP Academic Program Management and
Services Associate as needed.
- Maintain effective working relationships with faculty, students
- Other duties as assigned in support of the programs.Budget
Oversight and Management:
- Advise management on budgetary needs or discrepancies.
- Create, develop and prepare budgets costs and student/faculty
information for: Seminar Series, recruiting events, and orientation
- Evaluate and initiate requests for services, supplies, and
maintenance for all IDGP programs.
- Make recommendations on cost saving of office supplies,
equipment, and recurring expenses.
- Facilitate financial transactions with Shared Services.
- Serve a role as outlined in IDGP programs Cash Handling
This job may be removed from posting and filled any time after the
minimum posting period has ended. For questions or additional
information, please contact Tanesha Herman
Successful candidates will be subject to a criminal background
- A Bachelors degree in a related field; or an equivalent
combination of education and experience is required.Experience
- 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
- Demonstrated excellent written and verbal communication skills;
ability to effectively transmit, receive and accurately interpret
ideas, information, and needs through appropriate communication
methods and behaviors at a working proficiency level is
- Working proficiency in the use of computer software
applications, including word processing, Outlook, spreadsheets, web
content management, and database software is required.
- Demonstrated working proficiency in the ability to work with
variety of individuals and groups in a constructive manner while
appreciating the unique contribution of diverse individuals (i.e.
individuals from varied cultures, race, creed, color, national
origin, age, sex, disability, sexual orientation, gender identity,
and veteran status) is required.
- The ability to occasionally assist with meetings and events
outside of normal working hours is required.Highly Desirable
- experience with graduate student program recruitment,
admission, enrollment, orientation and liaison is highly
- 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
- Working knowledge and proficiency with social media platforms
- Knowledge of University of Iowa policies, procedures, systems
and regulations including PCard purchase policies and Pro-Trav trip
requests is desirable.
The University of Iowa is an equal opportunity/affirmative action
employer. All qualified applicants are encouraged to apply and will
receive consideration for employment free from discrimination on
the basis of race, creed, color, national origin, age, sex,
pregnancy, sexual orientation, gender identity, genetic
information, religion, associational preference, status as a
qualified individual with a disability, or status as a protected
Keywords: University of Iowa, Iowa City , Academic Clinical Program Management & Service Associate, Executive , Iowa City, Iowa
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