Academic Program Specialist - Biostatistics & Data Science
Job posting number: #7100173
Posted: May 16, 2022
Application Deadline: Open Until Filled
Job DescriptionJob Description Summary:
This individual serves graduate programs for the Department of Biostatistics & Data Science located at the KUMC campus and the Edwards Campus. This individual will serve as a departmental liaison with the KUMC Offices of Graduate Studies, the Registrar, Student Financial Accounting, Admissions, International Programs, and Teaching and Learning Technologies. They will oversee the student application process, admission, onboarding, progression of degree acquisition, and graduation activities and maintain records of these activities. This individual will attend to all daily administrative activities required by the Department of Biostatistics & Data Science Graduate Programs, including staff meetings, committee meetings, advisor training, and professional development. They will oversee purchasing and finance related to graduate programs and will initiate and oversee hiring and onboarding of new student GRAs. This individual will compile and summarize graduate program data for annual Department reports and provide backup administrative support where needed. This position reports to the Chair of the Department of Biostatistics & Data Science and graduate program leadership. Position responsibilities will require excellent written and oral communication skills, excellent organizational skills, excellent interpersonal skills, and working knowledge of various computer software programs. The position requires a demonstrated ability to work independently and collaboratively at the KU Edwards campus and The University of Kansas Medical Center campus during standard business hours.
Education: Bachelor's degree or relevant/sufficient job-related experience.
Skills: Excellent written and oral communication skills. Proficient in Microsoft Word and Microsoft Excel and highly literate in computer software programs related to preparing documents, spreadsheets, and database functioning. The position will require the implementation of specific and highly-detailed work assignments and the need to anticipate and respond to emergent and routine needs of the office. Must be able to handle multiple concurrent projects and maintain accurate recordkeeping systems. Excellent customer service skills and a professional demeanor are required.
Education: Master's degree in education, communications, project management or another related field.
Familiarity with FERPA and online learning systems. At least 2 years of relevant experience with adult learners and diverse populations. Experience with Microsoft PowerPoint, Blackboard or Canvas, and simple webpage development knowledge. Experience with Peoplesoft or Workday software.
Experience at an academic institution.
Experience in preparing educational grants.
Job Duties Outlined:
Admissions- Maintenance of online application process throughout the year. Interaction with Registrar and Graduate Studies. Communicating with Admissions committee members when applications are ready for review. Administration of Admissions Committee meetings. Processing of letters to applicants, including GRA/GTA offers. Review criminal background screening process for all admitted students. Graduate catalog updates and university admission updates per Graduate Studies Office.
Committees- Coordinate committee meetings and members, including but not limited to: Admissions, Curriculum, Graduation, Exams, etc.
Courses- Coordinate any additional course approval between faculty, Graduate Studies, and Graduate Council. Maintain course scheduling, classroom scheduling, and textbook orders for Fall/Spring/Summer. Regular updates on course schedules. Provide faculty teaching updates to the Director of Operations per semester basis. Maintain course updates each semester through Enroll & Pay and SharePoint sites.
Enrollment- Responsible for individual training/access to Enroll & Pay. Provision of permission codes to students for all Department of Biostatistics & Data Science courses, as well as knowledge of pre-requisites per course. Tracking of enrollment caps per course. Priority registration of Department of Biostatistics & Data Science Graduate Programs students to others. Notify the chair of enrollment numbers from outside departments per semester. Notify Department leadership of online enrollment numbers per semester.
Exams- Scheduling of Comprehensive exams each semester. Layout/printing of in-person exams and maintenance of online exams. Proctor exams on dates given, when necessary.
GRA's- Initiate the hiring of new GRAs in Workday and facilitate onboarding process. Prepare and send list of GRA appointments to Graduate Studies. GRA appointment forms signed by student/Chair. Work with Department and programs leadership on GRA offers and work assignments. Ensure all students are compliant with required University training. Process GRA terminations, leaves of absence, and provide backup for Workday approvals.
Graduation- Attend all graduation-related meetings. Communicate necessary graduation information to graduating students including application dates, activities and ordering information. Coordinate attendance of graduation by faculty for hooding ceremony purposes. Order caps/gowns for faculty members attending graduation. Develop graduation copy for Chair and booklet. Assist with graduation as well as pre- and post-graduation receptions.
Faculty- Work with faculty for course scheduling for new courses. Request Graduate Faculty appointments for new faculty through Graduate Studies. Work with faculty on classroom needs. Request updated syllabi each semester. Track and maintain annual peer reviews.
Progress-to-Degree- Notify Registrar's office if/when a student changes programs. Schedule date of comprehensive exams through PTD form. Communicate with Graduate Studies through student progress-to-degree. Update form as necessary with dates of exams, pass/fail, papers, etc. Coordinate and administrate for the graduate exam committee.
Recruitment- Recruit and enroll qualified students. Serve as the primary point of contact for prospective students. Development of marketing materials and manage communications with the university. Ordering and stocking of brochures and giveaways. Updating and printing of recruitment materials. Communicating with the web maintainer regarding changes to program websites. Attendance at career fairs and conferences for recruitment and marketing purposes.
Students- Assist faculty and current students with annual new student orientation. Work with International Programs on all incoming international students. Maintain student records and communications. Remain available to meet with students as necessary. Manage all student issues, including any grievances and educational issues.
Finance- Lead purchasing related to graduate programs, including registration and travel, tuition payments, invoicing, and management of fees.
Responsible for performing other duties as indicated by the Chair and graduate education leadership.