Program Manager I

Department:

PhD Operations and Research Location:

Belknap Campus Time Type:

Full time Worker Type:

Regular Job Req ID:

R109451 Minimum Requirements:

Bachelor's degree in a related field and four (4) years of relevant experience or an equivalent combination of education and experience. Grade 7 (Salaried) Position Description:

The Program Manager I at the University of Louisville Kent School of Social Work directly reports to and carries out their roles and responsibilities under the supervision and direction of the PhD program director. The Program Manager is tasked with ensuring program activities including admissions, milestone tracking, registration/advising, orientation, graduation, student success and course management. and other related ongoing activities and initiatives are accomplished in a timely manner to meet program goals and objectives. This position will engage students directly through conducting individual meetings, workshops, and professional development training to foster student retention and success. The ideal candidate will demonstrate a commitment to an equitable and inclusive environment for students, staff and faculty that promotes a culture of belonging.

Essential Duties and Responsibilities

Recruitment/Marketing including:

• •Work with Kent School Marketing to develop marketing materials
• •Periodically review marketing materials including all online and hardcopy application materials, bulletin/catalog and scholarship materials as well as materials published by The Graduate School with attention to accuracy and consistency.
• •Assist with closing recruitment initiatives including offering face to face and online (i.e. webinar) informational sessions
• •Assist with identifying new markets for the doctoral program, successfully collaborating with marketing offices and Kent Recruitment and Admissions personnel.
• •Complete periodic queries and create and maintain reports on admissions and graduation data to share with administrative leadership and guide policy and priorities, including as-needed reports upon request for accrediting agencies like CSWE.

Admissions:

• •Check and respond to all questions and requests via the PHD Service Account.
• •Advise prospective students/applicants on Kent School’s procedures and policies related to PHD admissions by offering/facilitating face to face, and online, phone and/or e-mail informational meetings.
• •Process doctoral applications in a timely manner, adjusting work hours when necessary to accommodate peak deadline periods.
• •Review submitted application materials for completeness and provide completed applicant admissions materials to the PhD Program Committee
• •Utilize the university’s systems to track student admissions/records as it pertains to doctoral students.
• •Collaborate with Kent Recruitment and Admissions staff and provide on-going communication for application updates, offers, and support to prospective students and applicants - as well as coordinate interviews with the admissions committee and selected applicants.
• •Coordinate and communicate with other relevant units on campus such as the Graduate School, the Kent Director of Marketing and Coordinator of Continuing education, and the International Center to facilitate administrative/regulatory approval required from these units in order for prospective students to be admitted to the PhD program.

Registration

• •Updates and disseminates virtual welcome packet to incoming students
• •Provides information on course schedules, registration, financial aid, and scholarships to students; assist students to troubleshoot registration problems/issues.
• •Initiate and request approval for changes in courses, adding courses, i.e. all independent studies via the Course Inventory File (CIF) form and CLSS (CourseLeaf); Coordinate with registrar as needed for circumstances, batch enrollment, or removal of courses
• •Manage the schedule and registration/enrollment of courses to ensure students are able to take the courses they need in the right sequence in collaboration with the program director to achieve strategic course management goals; update catalog and schedule as required using university systems
• •Provides information on course schedules, registration, financial aid, and scholarships to students

Orientation and other events:

• •Coordinate the departmental student orientation for the PhD program in an online and in-person capacity, partnering with campus resources, and contribute to the development of curriculum/agenda for orientation and any accompanying student receptions, open houses, and student information sessions.
• •Coordinate PhD Bootcamp specifically in addition to orientation
• •Coordinate Dissertations, Comp Exam, and PhD commencement celebration activities in coordination with the DSW Program Manager.

Retention

• •Conducts Monthly to biweekly virtual office hours/optional meetings for students to attend to address concerns and promote planning (students can optionally submit a concern topic to review in the meeting). Additionally conduct end of semester meetings.
• •Oversee the process from prospective students to applicants through matriculation and graduation
• •Communicate with the Director about those circumstances in need of action or coordinate professional and academic review. Document revised planning or safety plan if needed. Notify appropriate parties if needed (i.e. DOS, mentor, etc)
• •Collaborate with the doctoral Program Director and Associate Dean of Academic Affairs to develop, promote, and support initiatives to strengthen student retention.
• •Serve as the departmental point person on doctoral program student retention and satisfaction to ensure achievement of PhD retention goals. Coordinate closely with the PhD Program Director, Associate Dean of Academic Affairs, and other facilitating parties in all matters relating to enrollment and retention.

Ongoing

• •Maintain all required documents/credentials for PhD students.
• •Assist with comprehensive exam and dissertation processes and procedures coordinated with the Graduate School; Track student progress to degree milestones
• •Assist with, coordinate, and communicate program Annual Mentoring Contracts and Annual Review procedures to students and mentors
• •Coordinate Professional Development Workshops and other service committee opportunities for students and candidates to participate.
• •Communicate with PhD students and the representative on programmatic changes, news, etc. via the program’s weekly update newsletter
• •Assist with development and update/upkeep of the program manuals to be used as a resource for prospective and current students.
• •Collaboratively manage and oversee the preparation of the program portion of the college catalog and related publications for the PhD program where needed (Kent School webpage, Blackboard, etc.) for appropriate messaging and brand identity in collaboration with the Director of Marketing.
• •Coordinate and communicate with other relevant units on campus such as the Graduate School, Registrar's Office, and International Center on matters related to the PhD program.
• •Coordinate and communicate with other relevant units in relation to various events throughout the semester (i.e. Graduate Appreciation Week; Social Work Week)
• •Assist with scholarship applications and maintain an accurate corresponding database. Provide information to faculty and other committee members on prospective scholarship recipients.
• •Attend and coordinate PhD faculty meetings, follow up with Program Director on unfinished business items or put them on future agendas, prepare written minutes and disseminate to faculty in a timely basis.
• •Prepare timely reports on recruitment, scholarship, admission, financial aid, registration, graduation and alumni accomplishments for the program, school, university, and relevant national organizations (i.e., CSWE, GADE).
• •Track and report all assistantships to the Graduate School adhering to all guideli