Job Description
Job ID
12473
Location
Case Main Campus
Full/Part Time
Full-Time
Regular/Temporary
Regular
Job Description
POSITION OBJECTIVE
Working under limited supervision, the Education Program Manager will be responsible for overseeing and managing all student centric functions for the department of Genetics education programs, including MS, PhD, and future undergraduate programs. The education program manager will be the first contact person for the department, answer phone calls, coordinate guest speakers and student seminars and direct guests as needed. The education program manager will lead the development and execution of student engagement activities for undergraduate and graduate students. The program manager will be in charge of student information systems; direct recruiting efforts, organize and lead communication with alumnae; work closely with the department chair, education directors, administrator, the administrative team, and faculty to ensure student and educational program success. The program manager will advise students in the selection of courses to fulfill the major and manage and oversee the department's re-accreditation.
ESSENTIAL FUNCTIONS
Lead the department's student engagement program which includes development, coordination, oversight and management of student engagements programing and activities in the areas of basic and clinical research. Screen prospective student applications for completeness and compliance with pre-requisite requirements. Working with program leadership, coordinate prospective student interviews, compile admission committee rankings, and compile preliminary match list. Send correspondence to applicants who will not be offered interviews, and in conjunction with program leadership, reply to prospective student requests for feedback (30%)
Manage Student Information System (SIS) tasks: manage and maintain schedule of classes for all departmental courses; department educational events, and the processing of all students related administrative tasks. Review incoming written and email correspondence for the genetic counseling program, identify items of special interest to program leadership; handle routine correspondence and prepare appropriate responses. Maintain scheduling of classes and room assignments, and assist with class needs, including zoom links, copying, printing, coordinating exams, or posting required readings and lecture materials on Canvas. Coordinate reminders for guest lecturers and student seminars, and process honorarium payments. Maintain and complete onboarding paperwork for student fieldwork rotations. (20%)
Act on behalf of the department as the first contact person and resource for former, potential and admitted students. Answers phones and address needs. Track student inquiries and send personalized communications to these students from the initial email inquiry to the point of a completed application and acceptance or rejection into the MS or PhD program of interest. (18%)
Manage and oversee the department's re-accreditation. Lead and organize all re- accreditation activities including the authorship and review of all required documentation. Ensure that documentation fulfills re-accreditation parameters. (15%)
Develop and disseminate an annual alumni newsletter in conjunction with faculty input. Conduct educational program assessment via surveys of current students and alumni. Create and maintain databases and spreadsheets, affiliation agreements, evaluations of courses, evaluation of fieldwork placements, leadership evaluations, and generate summary reports. Establish, organize, and maintain filing systems for program and student records (10%)
NONESSENTIAL FUNCTIONS
Communicate to faculty about the program, coordinate and respond to student inquires, be responsible for application process and schedule meetings for the faculty assignment of projects. Schedule student posters or presentations, in consultation with faculty availability and schedules (5%)
Perform additional duties as assigned. (1%)
Initiate, process, maintain records and invoices, and process expense reports and reimbursements. Plan and coordinate travel arrangements for program leadership and second year students. (1%)
CONTACTS
Department: Daily contact with the chair, director of administrative operations, PhD and MS program director(s) to maintain workflow. Regularly scheduled contact with faculty participating in graduate program, dual degree programs, and other staff with offices in the School of Medicine. Contact with the medical school dean's office, as needed.
University: Weekly contact with staff in the Office of Graduate Studies; contact as needed with staff of the School of Medicine Graduate Education Office, International Student Office, Office of post-doctoral affairs, Office of Inclusion, Diversity and Equal Opportunity, and other departments and research centers to exchange information. Monthly contact with non-Case Western Reserve University faculty teaching the MS and PhD programs.
External: Daily contact with community and educational institutions to develop and manage student experiential activities. Daily contact with alumni to exchange information. Frequent contact (several times a week) with people interested in program and applicants to share information.
Students: Daily contact with undergraduate and graduate students to exchange information.
SUPERVISORY RESPONSIBILITY
Supervisory responsibility for student employees.
QUALIFICATIONS
Experience: 2 or more years of related experience in academic setting and office management required.
Education: Bachelor's degree required.
REQUIRED SKILLS
Excellent oral and written communication skills and interpersonal skills; must demonstrate the ability to effectively and professionally communicate and work with various individuals within the department, university, and with individuals outside the university.
Ability to use tact and diplomacy, and an ability to work with confidential and/or sensitive matters.
Strong organization skills; ability to multi-task, prioritize and give attention to detail in order to complete tasks and meet deadlines.
Must demonstrate flexibility and ability to work under pressure, must be able and willing to conform to shifting priorities, demands and timelines.
Effective problem solving skills; must demonstrate excellent analytical skills, sound judgment and good decision-making.
Proven ability to work in a fast-paced, changing environment; and have a strong customer service focus.
Knowledge of needs of higher education programs.
Ability to work effectively independently and collaboratively within a team. Must be highly motivated, responsible, dependable, and a self-starter.
Proficiency in Microsoft Office and Google Docs and ability to learn new programs; database management experience preferred.
Ability to learn and apply new idea, processes, policies, functions, etc.
Ability to conform to shifting priorities, demands and timelines. Must be flexible to respond to project adjustments and alterations promptly and efficiently. Must be able to adapt to varying workloads and respond appropriately to stressful situations.
Ability to interact with colleagues, supervisors and customers face-to-face and through telephone calls.
Ability to meet consistent attendance.
WORKING CONDITIONS
General office environment. The employee will perform repetitive motion using a computer mouse and keyboard to type. There are no health or safety hazards in the position, but there may be pressures to meet deadlines and to deal with more than one task at a time. Must be able to handle different and often complex needs that are specific to each applicant/student.
Hybrid Eligibility
This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.
Diversity Statement
In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.
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Reasonable Accommodations
Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.
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Case Western Reserve University strives to maintain a diverse and inclusive work environment. All applicants are protected under Federal law from discrimination based on race, color, religion, sex, national origin, disability, age and genetics.
