POSITION OBJECTIVE

The Program Manager will be responsible for the management and oversight all student centric administrative functions for the Department of Population and Quantitative Health Sciences (PQHS) non-clinical education (currently 2 M.S., 2 PhD, 1 certificate and 1 undergraduate minor) and take a leadership role in the development and growth of these degree programs as well as non-degree education. The manager serves as the primary point of contact for all current, former, and incoming students and for education-related staff for these programs. Primary responsibilities include maintenance of the student information systems and all matters relating to students from completed application through graduation and beyond (as alumni) and handles follow-up inquiries and processes admission decisions for potential students. This manager will work closely with all members of the administrative team, faculty, and program directors to ensure student and program success. The manager will be responsible for developing budgets for the program and tracking expenses against budgets. The director will also serve on the Education Steering Committee for the department to advise planning for all department educational programs and activities.

ESSENTIAL FUNCTIONS

1. Direct departmental educational scheduling, enrollment, and planning activities. Manage Student Information System (SIS) tasks: manage and maintain schedule of classes for all departmental courses; develop a process for tracking and verifying student enrollment, academic status, and enrollment in each of the departments scheduled classes, and the total credit hours taken per undergraduate student. Develop and maintain a database of current students and their progress through the program. (15%)
2. Manage the monitoring of student academic performance, notify, and utilize program directors and other officials of concerns if necessary. Work with directors to discuss and evaluate student progress, problems and action needed. Audit student progress to assure they are conforming to formal requirements. Communicate with students and faculty regarding all policies and deadlines from the school of graduate studies, school of medicine, and Population and Quantitative Health Sciences. Monitor the completion of all course action forms (CAF) and Program Action Forms (PAF) for the programs. Develop and implement a process of ensuring that these forms are moving through the approval process. (15%)
3. Develop and implement a process for maintaining and tracking course teaching and program evaluations. Develop policies and procedures, with guidance from the program directors, to develop and modify the program curriculum, including course and thesis development, as well as standards for syllabi. Develop and maintain all student handbooks for each degree program and the advisor/mentor handbook. Administer websites for housing course materials, including most recent syllabi, curriculum, program guideline, and information. Work with faculty to ensure all course syllabi and SIS course descriptions are up to date and meet current standards. Maintain the General Bulletin for programs being managed. Serve on the department education steering committee as an expert on planning and development of educational programs and activities, and student progress and admissions. Organize and develop agendas for program-related committees for each program and follow up on inquiries generated at the meetings. (20%)
4. Facilitate the development of recruiting, marketing and communication strategies and materials for educational programs. Direct procedures and communications related to program admissions. Serve as the first personal contact and resource person within the department for potential students and post-doctoral fellows from the time their application is ready to be reviewed through the rest of the admissions process and matriculation. Assist with applications prior to review during peak periods. Maintain and process relevant documentation (scheduling interviews, transportation, and travel accommodations). Respond to follow-up inquiries from potential students. Oversee and direct the application review process and processing of admission decisions and registrations. (20%)
5. Mediate between students and administration concerning issues related to tuition, financial aid, and course registration. Serve as a resource to students to resolve these issues timely without placing a burden on the student. Develop a process to maintain and store confidential records of both undergraduate and graduate students including their required progress reports initially and follow-ups and notify student advisors of deadlines. (10%)
6. Develop, prepare, and maintain the annual tuition return budget for the program. Responsible for reviewing the monthly expense reports for the program and monitoring expenditures on the operating account for appropriate salaries, stipends, and other program expenses. Direct the financial affairs for the programs. Develop a scholarship budget and process payroll and memos of assistance for all graduate students. Follow-up with the financial aid office and students to ensure that process is completed. Assist faculty with hiring of teaching assistants as needed. Work with student representatives in the budgeting and planning of student events. Coordinate program events and orientation. (15%)

NONESSENTIAL FUNCITONS

1. Develop a system of tracking program alumni. Communicate with alumni to update information in a database. Develop an assessment program that includes surveys of alumni and current students. Provide written summaries of surveys. (3%)
2. Provide other educational program support as needed, cross-training with administrative team in general and other education program directors particularly for peak periods and vacation schedules. (1%)
3. Perform additional duties as assigned. (1%)

CONTACTS

Department: Daily contact with program directors (6 programs) to maintain workflow. Weekly contact with the administrative director and the administrative director of the MPH program to maintain workflow. Weekly contact with the vice chair for education, faculty participating in educational programs, other educational staff in the department of population and quantitative health sciences to exchange information and standardize procedures. Bi-weekly contact with the department director of operations. Contact with the medical school deans office, as needed.

University: Weekly contact with staff in the office of graduate studies. Occasional contact with the university registrars office. Contact with the office of university financial aid directors and staff (daily during end of admissions process. Contact as needed with staff of the school of medicine graduate education office, international student office, office of post-doctoral affairs, office of inclusion, diversity and equal opportunity, and other departments and research centers. Monthly contact with non-university faculty teaching the M.S. and Ph.D. programs.

External: Daily contact with alumni. Contact (several times a week) with people interested in program and applicants to share information. Contact (as needed) with the health institutions in the Cleveland area, funding agencies, and industry partners to exchange information.

Students: Daily contact with graduate, certificate, and undergraduate minor students.

SUPERVISORY RESPONSIBILITIES

No primary supervisory responsibilities

QUALIFICAITONS

Experience: 2 or more years of related experience in academic setting and office management required.

Education/Licensing: Bachelors degree in health sciences or related field required.

REQUIRED SKILLS

1. Must be highly organized and self-motivated.
2. Must be a strong decision maker providing leadership and acting with limited supervision.
3. Must be a good communicator with strong writing skills.
4. Knowledge of curriculum development and administrative needs of higher education programs.
5. Experience with Microsoft Office Suite, web management software.
6. Experience with data warehouse, student information system (SIS), ApplyWeb, X-Train is preferred.
7. Ability to meet consistent attendance.
8. Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using a computer mouse and keyboard to type. There are no health or safety hazards in the position, but there may be pressures to meet deadlines and to deal with more than one task at a time. Must be able to handle different and often complex needs that are specific to each applicant/student.

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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