Graduate Education and Training Manager

Case Western Reserve University, United States

Updated: 29 days ago
Location: Campus, ILLINOIS
Job Type: FullTime

POSITION OBJECTIVE

Working closely with all members of the Pathology administrative team, students, trainers, faculty and the Graduate Program Committee, the Graduate Education and Training Manager is responsible for all student-centric administrative functions for the Graduate Program (MS programs and PhD) in the Department of Pathology and takes a leadership role in the development and growth of these degree programs. This position serves as the primary point of contact for all current, former, and prospective graduate students and for education-related staff at the Case Western Reserve University School of Medicine. This position will manage all aspects of the Graduate Program from recruitment through graduation, organize and lead communication with alumni, oversee the student information systems, and is responsible for all financial aspects of the Graduate Program.

 

 ESSENTIAL FUNCTIONS

  • Provide leadership, oversight, and coordination for all activities related to students and trainings including administering the admissions processes; developing and implementing strategies and plans for all degree and non-degree programs. Responsible for the strategic design and operationalizing enrollment initiatives. Participate in strategy planning for the program in collaboration with faculty. Identify and address short- and long-term goals. Write new program proposals. Responsible for nearly all administrative and financial implementation and maintenance of many, complex dual degree programs with only general oversight. Develop and maintain all administrative materials and functions for educational programs. Participate as member of Admissions interview and selection process for applicants to the program. (20%)
  • Work closely with graduate students throughout the program, to develop and maintain individual academic plans; advise on, resolve and/or troubleshoot various issues raised by graduate students. Provide academic guidance and mentoring to students, helping them establish educational goals. Monitor the academic progress of students, identifying those who may be in academic or programmatic difficulty, working with them to develop a plan for addressing the difficulties. Advise and counsel current students throughout the process of obtaining their degree and ensure that all regulations and requirements for graduation have been met. Advise and counsel foreign students with visa documentation, housing, and acclimatization to the school culture. Practice prudent confidentiality regarding student records (20%)
  • Manage the T32s electronically at NIH’s website in eRA Commons in xTrain. Report and record all new trainee appointments, progress reports, and terminations. Liaise with NIH program administrator as needed. Manage the recruitment process for new trainees to be appointed to the T32s. Make decisions on the distribution of funds, reviewing monthly expense reports and monitoring expenditures on each grant for appropriate salaries, stipends, training-related expenses, or programmatic expenses. Manage the data tables required by NIH for the T32 proposals and progress reports. Direct the preparation of federal and non-federal training grant applications, including maintaining files of current funding opportunities, trainee appointments, and other training-related correspondence, and work with proposal team (15%)
  • Develop and manage academic initiatives including course development, continuing medical education, student seminar program, journal clubs, retreats, and other programs for both the MS and PhD programs. Develop and implement department policies and procedures relating to academic programs. Communicate any changes to policies and procedures to appropriate audience to ensure implementation. Develop and maintain all student handbooks for each degree program, and the advisor/mentor handbook. (10%)
  • Develop, prepare and maintain annual departmental tuition return budget. (10%)
  • Manage the engagement plan for incoming students regarding fall coursework recommendations and future curriculum options and goals. Over the first year, ensure structured follow-up communications protocol is followed related to curricular, co-curricular, and extra-curricular components of customized four-year experience plans. Evaluate and make recommendation for plan improvements. (10%)
  • Use the PeopleSoft (PS) Student Information System (SIS) to track and verify student enrollment and academic status. Act as the department resource to faculty and students for training with SIS. Resolve all student issues in a timely manner with limited supervision. Manage graduate student payroll and the payment of tuition (MOAs) for all PhD students. (10%)

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    NONESSENTIAL FUNCTIONS

  • Develop and maintain a graduate student database that includes alumni and present graduate students and their gender/race, undergraduate institution and GPA, GRE or MCAT test scores, advisor, matriculation and graduation dates, TTD, and current position (for graduated students). Track individuals from inquiry stage to alumnus stage, making information accessible to support recruitment and training grant applications. Maintain confidential records of students who have completed the program, keeping abreast of their professional status which is required for federal reporting purposes. Provide data analysis information. Maintain and track course teaching and program evaluations. Develop policies and procedures to develop and modify the program curriculum, including course and thesis development (5%)
  • Maintain the schedule of classes for all department courses. Make changes to courses (instructors, times and place) as needed. Participate as member of and support the Graduate Program Committee that includes the department chair, the Director of the Graduate Program. Prepare and provide any additional report requests (e.g. NIH-NSF GSS Survey) issued in relation to students, curriculum, and CRSP degrees and certificate programs. Perform other duties as assigned. (<1%)

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    CONTACTS

    Department: Daily contact with department chair, Administrative Director, Directors of the Graduate Program and MS Program, and the administrative team to maintain workflow. Ongoing contact with faculty/trainers engaged in the graduate program.

    University: Primary departmental liaison concerning academic affairs. Daily contact with the School of Graduate Studies

    Weekly contact with the Administrative Director of the Medical Scientist Training Program, the Graduate Education Office of the School of Medicine, as well as with the Registrar’s Office. Moderate periodic contact with the Office of International Student Services.

    External: Regular, ongoing, interaction with alumni, as well as those individuals seeking program admissions information. Maintain liaisons with appropriate schools, departments, administrators, and NIH to proactively respond to problems, issues and special requests

    Students: Daily contact with MS and PhD students for academic advising.

     

    SUPERVISORY RESPONSIBILITY

    No supervisory responsibility.

     

    QUALIFICATIONS

    Education/Experience: Bachelor's degree and 2 years of experience OR Master’s degree and 1 years of experience required.

     

    REQUIRED SKILLS

  • Must be highly organized and self-motivated and have a strong work ethic.
  • Must be a strong decision maker providing leadership and acting with limited supervision.
  • Discretion in the use of confidential information
  • Must have excellent communication skills, both oral and written, and strong interpersonal skills with the ability to interact with faculty, staff, students at all levels, including at external academic institutions and sponsor organizations. 
  • Knowledge of curriculum development and administrative needs of higher education programs.
  • Familiarity with NIH projects and policies and procedures, as well as basic science research and multi off-campus projects required.
  • Must have strong financial tracking skills. Excellent computer skills experience, excellent mathematical skills; financial spreadsheets.
  • Must have the ability to work in a fast-paced and demanding environment with heavy workloads and constant, multiple deadlines and management of priorities.
  • Experience with the Microsoft Office Suite, web management software.
  • Experience with data warehouse, student information system (SIS), Hobson’s, NIH X-Train is preferred.
  • Ability to meet consistent attendance. 
  • Ability to interact with colleagues, supervisors and customers face-to-face.

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    WORKING CONDITIONS

    Typical working environment. The employee will use a computer and shared printer/copier. Additional time may be needed during deadlines, but only on occasion. Flexibility needed for deadlines and extenuating circumstances

    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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