PhD Academic Program Coordinator

2 months ago

Richmond, Virginia, United States Commonwealth of Virginia Full time
Job Summary

We are seeking a highly organized and detail-oriented PhD Academic Program Coordinator to support the ongoing coordination of integrated activities across the School of Social Work's priorities and initiatives for the doctoral program.

Key Responsibilities
  • Manage program core functions, including responding to student, faculty, and staff requests and issues
  • Prepare travel authorizations, purchase requests, supplies, and reimbursement per university and SSW policies
  • Design, coordinate, and manage on-boarding and orientation events
  • Program assessment support, including 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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