Phd-academic Program Coordinator
4 weeks ago
**VCU's School of Social Work has an exciting opportunity for a PhD-Academic Program Coordinator**
- **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, logístical, 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
- 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
- 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.
Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. **Equal Opportunity Employer
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