PHD PROGRAM MANAGER

Updated: 26 days ago
Location: Seattle, WASHINGTON
Deadline:

Although open until filled, priority application date is September 20, 2019.

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years. 

The Department of Global Health was established in 2007, bridging the schools of Medicine and Public Health, with a mandate to harness the expertise and interdisciplinary power of all UW schools and colleges. Our mission is to improve health for all through research, education, training, and service; to understand and address the causes of disease and health inequities at multiple levels; and to collaborate with partners to develop and sustain locally-led, quality health systems, programs and policies. Driven by tremendous interest among both students and faculty, the Department has grown explosively to more than 400 graduate students and hundreds more undergraduates. We have more than 380 faculty and 1,000 staff working on projects across 130 countries with our deepest ties in United States, Kenya, Uganda, Peru, Mozambique, India, South Africa, Tanzania, Ethiopia, and Nicaragua.

Established in 2018, the Department of Health Metrics Sciences (HMS) is the world’s first academic department devoted to the science of health metrics. The faculty, students and staff of HMS aspire to improve the health of the world’s populations by developing and applying innovative data science to health challenges and training the next generation of exceptional, innovative and diverse leaders and scientists in health metrics.

We consider diversity to be integral to excellence. The Departments recognize that disparities in health around the globe stem from inequity. The Departments encourage and support the multiple identities of staff, faculty and students including, but not limited to, socioeconomic status, race, ethnicity, language, nationality, sex, sexual orientation, gender identity and expression, culture, spiritual practice, geography, mental and physical disability and age. The Departments strive to become local, national, and international leaders in developing and maintaining increased representation and recognition of each of these dimensions of diversity among its faculty, staff, and students.
The PhD program in Global Health Metrics and Implementation Science builds on the expertise of our faculty and staff. This unique, interdisciplinary program is comprised of a core curriculum in advanced quantitative methods, epidemiology, population health measurement, impact evaluations and implementation science methods. Students develop skills through a combination of didactic courses, seminars and research activities including primary data collection and analysis. This program trains global health researchers for careers in academic institutions, international organizations, Ministries of Health, foundations, and the private sector.

The PhD program in Global Health Metrics and Implementation Science has an outstanding opportunity for a full-time Program Manager, who oversees the overall operations of the program. The PhD Program Manager conducts student advising and counseling, pre-admission recruitments, marketing, career development, and alumni relations. The position requires participation on faculty committees and works closely with other graduate student entities within the Departments and Schools. The size, scope and complexities of the Graduate Program require a much greater and expanded role of the Manager beyond more limited activities of student recruitment and advising found in other units across campus.

Faculty directors for the program are located in two departments and currently in two locations, and core faculty are located in multiple locations and come from a variety of Departments at the University of Washington. Sites include the Institute for Health Metrics and Evaluation, Health Alliance International, and the Seattle UW campus.  Students conduct the majority of their study off site at their PI’s organization, center or institution.  To successfully manage all aspects of the PhD program, the manager is required to interface and build relationships with administrative staff at several sites as well as the faculty and students in these locations. The Program Manager is also required to make professional judgments based on the policies from all of these different locations that apply to students and/or faculty.

RESPONSIBILITIES:

Manage Overall Academic Program Operations (50%)
• Oversee all PhD Program activities, ensuring doctoral students are appropriately placed on correct budgets, and oversee letters of appointment in compliance with UW graduate student union requirements
• Develop long-term planning documents in support of strategic goals and program deliverables that align with the Department of Global Health.
• Plan, develop, and provide overall management of events including student research symposium, student orientation, open house for admissions and annual retreat.
• Take minutes, create agendas, and participate in range of program meetings
• Organize and lead monthly meetings with the PhD Steering Committee.
• Facilitate responses to any requests for data, program information, or new projects the PhD program may need to be involved in within the Department of Global Health.
• Provide support for curriculum development. Serve on the department’s curriculum committee.
• Lead annual training for recent or new faculty advisors.
• Facilitate the program’s annual feedback session and actively document and implement suggestions for improvement.
• Participate in the planning and development of new funding applications in partnership with the PhD Steering Committee.
• Draft routine and ad hoc reports on funding, recruitment, and ensure that the program abides by Graduate School policies for academic program review and audits.
• Represent the program on interim program projects within Global Health, including plans to create a student and faculty database, and other process improvement projects as needed.
• Update and maintain program websites.
• Identify and track individual student funding for the duration of their time in program.
• Direct payroll coordinators to set up initial student payroll appointments; modify, update or terminate payroll when necessary.  Research or identify how to solve unique situations (short or partial appointments, supplementation, using unusual or restricted budgets).
• Manage the annual program budget for events and appropriate distribution of travel awards for students.
• Track academic program’s use of departmental funding allocations; update PhD Steering Committee on spending and discuss financial options.
• Identify scholarship and fellowship opportunities and inform/encourage students using email, web pages, or conversations.  Counsel them on application process and help them through it.
• Assist Program Director in the solicitation of faculty funded student RA/TA positions.
• Work with administrative staff at affiliated sites to set up funding and support for students and faculty activities.
• Manage the day to day finances of the program.  Because the degree program is shared across two departments, there are some additional tracking and associated follow-on issues that the program manager is responsible to manage.  This includes (but not limited to):
- Tracking expenses for the program consistent with the Memorandum of Understanding between the two departments, including which expenses are responsible solely to each department and which are shared.
- Leading the periodic truing up / reconciliation process to support the program across two departments.
- Produce financial summaries (in numbers and/or in narrative) to leadership in both departments upon request and as needed for periodic program reviews or similar requests.
- Support the annual process of determining who is teaching and the appropriate associated compensation.
- Working with the Assistant Director of Academic Programs and others as needed to develop the annual budget for the program.

Academic Advising (30%)
The Program Manager is responsible for academic advising to current graduate students (approximately 50 students per year) as well as providing the faculty, Steering Committee and staff with guidance regarding academic policies and procedures. Duties include:
• Know, communicate, and apply UW, Graduate School, School of Public Health, School of Medicine and degree program policies to assist the PhD Steering Committee, department faculty, and students.
• Synthesize existing policies into guidelines and timelines for dissemination to students and faculty.
• Identify emerging issues that need scrutiny, discussion, or action.
• Develop, update, or implement new policies for review and action.
• Raise student concerns and issues to the PhD Steering Committee for review and action.
• Monitor and track student progress on a continuing basis.
• Provide advising to students in quarterly meetings or as needed on program degree requirements, research goals, faculty advising, funding opportunities, and course progress.
• Provide individual counseling to students who are having academic or personal problems and refer to appropriate faculty or University services for help, if appropriate.
• Facilitate the matching of students and faculty advisors.
• Draft disciplinary memos to students outlining academic deficiencies, academic expectations, and future courses of action.
• As the program grows, it will be required to act as advisor to student organizations and student groups (help providing background and understanding, defining priorities, organizing events, providing logistical and financial support, ongoing advice and feedback).
• Orient new students to program and support continuing students’ progress towards meeting degree requirements (identify policy, requirements, milestones, etc).
• Understand academic student employee (ASE) labor contract and ensure compliance with requirements. 

Manage graduate student admissions and recruitment (20%):
• Respond to questions about the program, career opportunities, or the admissions process itself using email, phone, or through individual meetings.
• Host annual online information session for the program and other recruitment events, as needed. Attend external recruitment events and conferences.
• Attend and serve on internal recruitment committees within the University system to promote and advertise the program.
• Collaborate with other academic programs in the DGH and SPH to increase outreach efforts to encourage diverse students to apply to our program.
• Supervise processing of applications and coordination of interviews.
• Track applicants and offers; monitor commitment of department’s financial support to funding available to give regular status reports to program directors.

Initiate contact with top applicants to answer their questions, connect them to faculty, monitor status of decision, and encourage acceptance of offers; meet with prospective students when they visit and support recruitment efforts thru follow up phone calls and emails

REQUIREMENTS:
• Bachelor's degree in social, natural or health sciences, or related field.
• At least two to three years’ experience in managing academic programs at the graduate level.
• Excellent interpersonal and communication skills, and a proven ability to work with multiple constituencies and people of diverse backgrounds.
• Strong adaptable writing skills: ability to communicate in diverse written formats and mediums, as well as to tune messages for a wide variety of audiences.
• Able to work independently and problem solve effectively with administrators, faculty, staff and students while maintaining student confidentiality.
• Highly organized, detail-oriented and able to streamline and prioritize work; strong initiative and follow-through.
• Demonstrated computer skills including MS Office.
• Background in process improvement and working effectively with change.
• Ability to initiate, develop and evaluate processes and procedures.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

DESIRED EXPERIENCE
• Professional experience working with graduate programs at the University of Washington or another top-tier institution of higher education
• Experience working with UW administrative systems
• Interest in global health or health metrics research

CONDITIONS OF EMPLOYMENT:
• Occasionally requires extended hours for student associated activities.

Application Process:
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.  These assessments may include Workforce Authorization, Cover Letter and/or others.  Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.


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