Graduate Program Administrator

1 month ago

Chicago, Illinois, United States The University of Chicago Full time
Department

BSD PHS - Administration

About the Department

Public Health Sciences (PHS) is the home in the Biological Sciences Division to biostatistics, epidemiology and health services research. These core fields in public health research share a focus on the development and implementation of complex analytic methods to understand the determinants of health, the efficacy of experimental treatments, and the structure of health care at the population level. Bringing together these fields in one department underscores their commonality and enhances opportunities for interdisciplinary research. Faculty members lead local, national, and international studies, and also welcome opportunities to collaborate with faculty across the Biological Sciences Division and the university. Substantively, our research themes include social and environmental determinants of health, genetics and disease, the economics of health care, and the evaluation and implementation of new technologies in public health and clinical care. In terms of methodological expertise, areas in which our faculty has developed innovative approaches include: risk factor measurement; multilevel, clustered and longitudinal data; clinical trials; administrative health data; social networks; and statistical methods to assess the genetic and molecular basis of disease.

Job Summary

The job is responsible for the administration and student affairs activities for the three graduate programs in the Department of Public Health Sciences. These include course administration and management of student admissions, orientation, and registration and financial processes. The Graduate Program Administrator works closely with faculty, the Office of Graduate and Postdoctoral Affairs (OGPA), Office of Master's Education (OME), and university offices such as the University Registrar. This individual is the primary point of contact for student inquiries. The Administrator will also work with faculty to develop enrollment strategies and identify the need for new initiatives or resources to support students and the graduate programs.

Responsibilities
  • Monitor the day-to-day operation of graduate programs and addresses student concerns as they develop.
  • Manage admissions processes.
  • Facilitate activities related to admissions.
  • Respond to prospective student inquiries throughout the year.
  • Work with faculty leadership on program academic policies and curriculum requirements.
  • Manage fellowship support for all PhD students.
  • Report annual funding projections and final or updated funding sources to Biological Sciences Division's (BSD) Dean of Student's Office.
  • Submit quarterly funding reports to the BSD Dean of Student's Office.
  • Submit graduate student aid for Master of Science in Public Health Sciences for Clinical Professionals (MSCP) Program students quarterly to the Office of Master's Education.
  • Manage program finances from monthly reporting to the preparation and submission of the annual budget.
  • Process student reimbursements for conferences, posters, memberships, and various other expenses related to the student's research.
  • Organize and coordinate events such as new student orientation, new student welcome reception, program retreat, student-faculty workshops, student-invited speaker seminars, peer-mentoring meetings.
  • Manage quarterly registration process.Ensure students are registered for the correct and appropriate number of courses.Register students directly, in cases where students are unable to process their registrations or add/drop themselves.
  • Track student progress and certify program and divisional requirements are met, maintaining records of the academic progress of students.
  • Facilitate evaluations of PhD students every year.
  • Maintain program website.
  • Maintain listserves for students.
  • Track outcomes of program alumni.
  • Organize annual course listing, submit catalog updates and quarterly schedule of classes, reserve rooms, and assist faculty with Teaching Assistant and or Grader assignments.
  • Attends bi-weekly meetings with Program Director and Associate Dean for Graduate Affairs.
  • Solves problems in areas such as academic and administrative policy, student admissions, curriculum research and development, and budget development. Advises various campus-wide and program committees in various aspects of student life.
  • Recommends process improvements for programs that relate to critical student-life improvement, including emergency management, accommodations for students with disabilities, and/or the administration of health care services and programs for students.
  • Performs other related work as needed.
Minimum Qualifications

Education:
Minimum requirements include a college or university degree in related field.
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Work Experience:
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
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Certifications:

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Preferred Qualifications

Education:
  • Bachelor's degree or graduate degree in a biomedical or social science field.

Experience:
  • Administrative experience in an academic setting.
Technical Skills or Knowledge:
  • Strong computer skills including use of Word, Excel and PowerPoint.
Preferred Competencies
  • Highly organized, timely, and responsive.
  • Strong and effective oral and written communication skills.
  • Excellent interpersonal skills.
  • Ability to handle sensitive and confidential situations and information with absolute discretion.
  • Ability to maintain calm and courteous demeanor and to work productively among different parties working under deadlines.
  • Considerable skill in working both independently and as a team member.
  • Ability to take initiative and organize and complete projects with minimal supervision.
  • Willingness and ability to work some evenings and weekends.
  • Ability to empathize and communicate with students and faculty, engaging diverse audiences professionally and supportively.
  • Ability to identify, address, and help resolve student issues with academic progress, collaborating as needed with program leadership.
  • Analytical and data presentation skills.
Application Documents
  • Resume/CV (required)
  • Cover Letter (preferred)
When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Student Affairs & Services

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

40

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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