| Job Description: |
This position is responsible for all aspects of coordinating the graduate student and internship programs.
Incumbent is responsible for the strategic development, long-range planning, and the administrative management of the PhD student program. This includes overseeing student recruitment activities including organizing applicant folders, communicating with and answering questions from program applicants, developing and organizing recruitment materials, scheduling applicant reviews, inputting applicant information into departmental database and providing Admissions Committee with accurate summary data for admission decisions. Responsible for graduate student appointment/stipend letters, submitting approved credit transfer information to the graduate school, and updating committee members. Coordinate graduate student registration. Assist student applicants by identifying and encouraging submission for admissions-related funding scholarships and fellowships. Incumbent will work as a liaison between department, student and admissions committee in the selection of applicants who are offered admission. Notify students pursuant to program, University and APA criteria of their status with the program. Responsible for understanding, interpreting, updating, and communicating the student handbook and must provide accurate, consistent information to students. Assist with faculty inquiries regarding handbook procedures and work with Curriculum Committee and faculty to make clarifications/updates as needed. Assist students with questions, forms, registration, etc. Assist Assistant Director with Graduate Faculty (new graduate faculty, removing terminated faculty no longer participating, etc.), graduation, etc.
Primary point of contact for department students. Assist students with questions, forms, registration, etc. Work with students to ensure proper, up-to-date forms are accurate and schedule appointments with their academic advisor after forms have been reviewed. Responsible for working with students prior to meetings to complete curriculum form for courses/credits already received and establishing academic status. Incumbent will work as a liaison between curriculum committee, academic advisor and research mentor on student records, registration, and sensitive student issues. Prompt students throughout each semester of internal and university wide deadlines to ensure that students stay on track to graduate in a timely manner. Work closely with current PhD students during their defense semester to ensure they are completing all steps in order to graduate. Assist students who are moving on to Internship Practicum on curriculum and program requirements, doctoral dissertations, and financial procedures.
Work with students who may need a leave of absence. Complete required paperwork for submission to mentor, HR Generalist and Assistant Director, Administrative Services. Implement reinstatement upon students return.
Compile and document in RedCap students’ annual sources of funding, and communicate this information to Assistant Director, Administrative Services. Work with Bursars Office and Student Financial Aid Office to resolve student account issues. Oversee scholarship and external awards, including Graduate School/Dean’s Office, Grinter Scholarships, McNair, McKnight and Departmental awards. Post awards to student financial accounts. Work with students who need to submit Graduate School Petitions for reduced credits.
Coordinate evaluations from students in regards to clinical faculty, and of students from mentors. Present this information on an annual basis at faculty meetings.
Provide support to Director of Clinical Training and Internship Program Director with accreditation reports, accreditation site visits, and helping gather information from faculty, students and alumni for annual reporting to our accreditation body, and other documentation required to fulfill accreditation standards. Assist Director of Graduate Education with gathering required information and preparing the annual Southern Association of Colleges and Schools Commission on Colleges (SACS) (or equivalent university accrediting body) accreditation report.
Create and advertise semester courses. Establish and maintain accurate “weekly view” of core courses associated with the academic programs. Serve as grade coordinator for all courses, working with faculty to ensure timely submission of grades before semester deadlines. Responsible for coordinating procurement of course-related materials (e.g., textbooks, reprints, uploads to Canvas, delivering printed materials to classes). Complete course textbook registration. Assure syllabi are completed on a timely basis and uploaded to the departmental website, and any updates are communicated to registered students timely. Assist faculty in managing Canvas files. Provide students with general information about course and program requirements. Triage inquiries to appropriate respondents. Responsible for room scheduling and proctoring student qualification exams.
Coordinate recruitment and admissions for internship program. Responsible for maintenance and assembly of recruitment materials. Coordinate and organize applicant interviews. Notify intern applicants pursuant to program, University and APPIC criteria of their status with the program. Attend all faculty intern evaluation meetings, keep confidential minutes and prepare a report of all pertinent information for the Internship Program Director. Responsible for ensuring all accreditation guidelines for internship program are met. Communicate procedures and deadlines to Internship Committee and faculty.
Establish and manage academic web pages for providing students information in a consistent manner. Mail out materials and refer prospective students to website locations as needed. Responsible for academic website material updates, accuracy and academic announcements. Help with the advertisement for student applications. Develop, update, and manage data management systems.
Maintain deadline calendar and ensure faculty are keeping all deadlines related to their classes and student requirements. Obtain classrooms for each class; develop matrix of all courses, including their times and days of the week. Handle all scheduling of any committee related to the Programs, such as Curriculum, Admissions, faculty meetings, etc. Assist with and prompt faculty to complete UCC1 and UCC2 forms for new and revised courses. Assure the proper format of course materials per college and University guidelines. Act as note taker and Coordinator for the committees, which include room scheduling, performing action items from meeting minutes such as UCC forms, communications, information requests and copying, etc.
Manage coordination and implementation of departmental events such as Fall Symposium, graduate recruitment and orientation, intern orientation, and Open House. Plan and schedule beginning of the year orientations, holiday gatherings involving students and any other meetings involving students. Assist Director with assigning students to committees such as Curriculum, Admissions, Graduate Faculty Meetings, etc. Set up classrooms with AV equipment and any other equipment needed.
Mentor support staff. Provide guidance related to workflow, communications, processes and procedures as needed or requested by the Chair. Direct activities, train, assign and monitor work. Respond to inquiries and resolve problems. Assist with website articles, photos and auditing content periodically for accuracy and updated information. Supervise OPS program assistant, with responsibility for direct oversight, time management and payroll and leave verification.
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