PhD-Academic Program Coordinator
Virginia Commonwealth University
Richmond, VA
Full-time
Education
Posted on April 15, 2024
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: https://hr.vcu.edu/careers-at-vcu/why-work-at-vcu/.
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.
Position Details:Department: School of Social Work
Employment Type: UF - University Employee FT
Salary Range: $43,000 - $48,000Restricted Status: NoFTE: 1Exemption Status: Non-Exempt
ORP Eligibility: No
Job Family/Slotting: General Administration/Administrative Coordinator GA 1-3 (19031N-19033N)
Days/Hours: Monday through Friday, 8:00AM - 5:00PM
