Phd-Academic Program Coordinator

VCU's School of Social Work has an exciting opportunity for a PhD-Academic Program Coordinator!

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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 - $48,000

Restricted Status: No

FTE: 1

Exemption 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