PhD-Academic Program Coordinator

6 months ago

Richmond, United States Commonwealth of Virginia Full time
VCU's School of Social Work has an exciting opportunity for a PhD-Academic Program Coordinator
VCU combines learning, research, creativity, service, and discovery with a commitment to inclusive excellence. Ranked by U.S. News as one of the 30 “most innovative” public universities in the country, VCU is a premier, urban, public research university home to multiple nationally ranked programs. All full-time university staff are eligible for VCU’s generous benefits package that includes: competitive health benefits, paid annual and holiday leave, retirement planning and savings options, tax-deferred annuity and cash match programs, Virginia Retirement System (VRS), professional development & certifications, tuition waiver, parental leave, caregiving leave and community service leave. Learn more about VCU’s benefits here: .

Position Overview
 The PhD-Academic Program Coordinator will support the ongoing coordination of integrated activities across the School of Social Work’s priorities and initiatives for the doctoral program. Duties include a variety of administrative, logistical, operational, and technical tasks in support of the program’s mission.

Essential duties and responsibilities of the PhD-Academic Program Coordinator include but are not limited to:

Managing program core functions
• Respond to student, faculty, and staff requests and issues as appropriate for their role
• Prepares travel authorizations, purchase requests, supplies, and reimbursement per university and SSW policies for the PhD Program Director and current PhD students
• Design, coordinate, and manage on-boarding and orientation events
• Program assessment support, includes collecting and entering data such as key course assignments, end of year surveys, and field evaluations
• Supports PhD program committee and task groups by scheduling meetings, arranging Zoom links, taking minutes, and other administrative tasks relevant to meetings
• On-boarding connection points from spring through summer to prepare students (welcome, registration, textbooks, housing, parking, student fee preparation, orientation schedule)
• Schedule/coordinate posters for Graduate Research Symposium & 1 year student research poster presentations
• Schedule and coordinate Fall PhD writing retreat
• Record keeping: Doctoral program records, DPC minutes, Student files
including all SAF, Change of Grade, Incompletes, Independent Studies & Directed Research proposals, Candidacy forms, Course Syllabi, Dissertation proposals, Qualifying Papers, Internal alumni list, Exemplars (IS, DR & TP proposals, conference proposals, conference posters)
• Maintaining equivalency database for course waivers and transfers
• Assist with scheduling Qualifying Exam, dissertation proposal defense, and dissertation defenses includes room reservations; zoom registration link; moderate zoom during defense; room setup; announcements
• Ensure that all program faculty have the resources needed for their classes such as textbooks, videos, common meeting spaces, etc.
• Monitor budget with PhD Program Director and meet with Finance office monthly to review program budget and GRA stipend status
• Manage tuition, tuition waiver, and health insurance submissions to Graduate School
• Maintain ongoing communications with SSW Communications Office
regarding PhD 1st-yr student highlight; candidate promotion; dissertation defense announcements; schedule photos; others as requested/needed
• Maintain communications re: training and job opportunities
• Monitor and process website updates and changes with program director
• Manages GRA request information and monitor GRA worklogs
• Develop GRA assignments with director

Course Management
• Maintaining course curriculum maps and update course competencies
• Work with the Lead Academic Program Coordinator to manage Banner scheduling, ensuring that all sections are copied (as appropriate) and that Google schedule matches the Banner schedule
• Collect and review master syllabi and faculty syllabi maintaining an up to date syllabus archive
• Coordinates course evaluations (including semester and midterm), collecting the data and providing reports to PhD Program Director

Other duties as assigned
• Assist with resolving PhD student financial issues
• Liaison between PhD faculty and students from other units interested in social work doctoral courses
• Ensure students DegreeWorks is accurate and process graduation freezes
• Coordinate with Global Education Office regarding international applications and admitted students
• Cross-train and serve as a back-up to other academic program coordinators
• Provide rotating coverage for the front desk of the Dean’s Suite
• Provide support to the program with the scholarship administrative processes

Minimum Qualifications:
•Experience working in and fostering a diverse faculty, staff, and student environment and a commitment to doing so at VCU;
• Ability to work independently and in collaborative teams, while meeting deadlines;
• Strong oral, inter personnel, and written communication skills;
• Ability to provide excellent and responsive customer service to a diverse population;
• Ability to handle sensitive and confidential matters;
• Ability to manage and prioritize multiple projects simultaneously;
• Ability to work successfully in both an in-person and remote environment.

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