Academic Program Management and Services Associate

The Graduate College at the University of Iowa is seeking an Academic Program Management & Services Associate. Provide academic and program support and coordination for the Immunology, and Genetics IDGP programs: coordinate and monitor the recruitment process for prospective IDGP graduate students; serve as liaison with students and their families, providing information, guidance and interpretation of UI academic policies and procedures; coordinate the enrollment and orientation processes; plan and implement recruitment activities; plan and arrange facilities and services for program courses and events; participate in retention, student success and career-related programming; monitor course enrollment; liaison with faculty regarding courses; assist with tracking and reporting of admissions/enrollment data; coordinate and monitor curricular policies; and administer the accreditation, compliance and reporting requirements. Coordinate, plan and arrange facilities and services for program seminar series and serve as liaison with guest speakers.

This position is eligible for hybrid work (combination of on campus and remote) within Iowa and will require a work arrangement form to be completed upon the start of your employment. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location. 

Job Duties and Tasks

Recruit, Admit and Retain Prospective and Current Students for Programs, Major Departments or Colleges

• Assist the recruitment process for prospective graduate students: gather confidential admissions and application materials; analyze materials for specific information; develop specialized reports; and plan, coordinate and implement on and off campus recruitment activities/programs and special events.
• Assist in coordinating the Biomedical Scholars Summer Undergraduate Research Program (IDGP BSURP) for approximately 20-25 students per year. Duties may include coordinate recruitment process with faculty and staff; communicate with prospective applicants regarding status of applications; oversee admission of students to program and placement into associated laboratories;; coordinate on-campus housing for IDGP BSURP; and facilitate travel and student reimbursements.
• Develop and maintain program web pages and social media presence for the Immunology and Genetics IDGP’s.
• Create, maintain, and distribute promotional material for guest speakers and student seminar series, student dissertation defenses, and graduate exam announcements.

Enrollment Management

• Assist with enrollment and orientation processes for new IDGP graduate students, assist with the tracking and reporting of admissions/enrollment data, and develop student orientation presentations.
• Liaison with faculty and adjuncts regarding courses; schedule faculty and student talks and evaluations; and track attendance.
• Monitor course enrollment, assist with course scheduling, and inform applicants on course requirements.
• Set-up and maintain ICON courses, and train faculty on the ICON courses.

Academic Standards and Curricular Policies

• Interpret and inform students and faculty regarding University academic policies and procedures.

Academic Program Management (Planning, Designing, Integrating and Evaluating Curriculum

• Provide academic program management for the IDGP programs: coordinate and monitor curricular policies; and administer the accreditation, compliance and reporting requirements specific to the academic programs.
• Coordinate and oversee the scheduling (internal meetings, lunches, travel arrangements, etc.) and announcements for the weekly seminar series for the Immunology and Genetics IDGP programs.
• Plan and arrange for appropriate facilities and services in conjunction with all IDGP program courses and events including travel arrangement for visiting speakers, honorariums, travel reimbursements, coordinating calendars of multiple people, facilities, services, and catering arrangements.
• Correspond with alumni; receive changes in employment and contact information by e-mail, web form, or telephone; enter changes in database, on the web site, and other class ordered documents; and locate “lost” alumni through online searches and telephone calls.

Budget Oversight and Management

• Advise management on budgetary needs or discrepancies.
• Create, develop and prepare budgets costs and student/faculty information for: Seminar Series, recruiting events, and Biomedical Scholars Summer Undergraduate Student Research events.
• Assist with grant preparation for all IDGP programs.

• Evaluate and initiate requests for services, supplies, and maintenance for all IDGP programs.

  
   

To obtain the full job description including key areas of responsibility, technical competencies, and desirable qualifications, please contact Adrian Cunningham at adrian-cunningham@uiowa.edu.

Education or Equivalency Required

• A Bachelor’s degree in a related field; or an equivalent combination of education and experience is required. 

Required Qualifications

• Related administrative experience (typically six months to one year) supporting the daily operations of an office or program including serving as a liaison, and event planning and coordination is required.
• Demonstrated excellent written and verbal communication skills; ability to effectively, accurately transmit, receive and interpret ideas, information, and needs through appropriate communication methods and behaviors at a working proficiency level is required.
• Working proficiency in the use of computer software applications, including word processing, spreadsheets, web content management, and database software is required.
• Demonstrated knowledge of effective strategies for working with faculty, staff, and students from a variety of backgrounds and perspectives.
• The ability to occasionally assist with meetings and events outside of normal working hours is required.

Highly Desirable Qualification

• Experience with graduate student program recruitment, admission, enrollment, orientation and liaison is highly desirable.

Desirable Qualifications

• Demonstrated ability to adjust and develop self to prepare for new or changing assignments, processes, people or priorities as organizational needs dictate at a working proficiency level is desirable.
• Experience arranging travel, coordinating schedules for multiple people, and organizing catering.
• Working knowledge and proficiency with social media platforms is desirable.
• Knowledge of University of Iowa policies, procedures, systems and regulations including pCard purchases policies and Pro-Trav trip requests is desirable.

Application Details

In order to be considered for an interview, applicants must upload the following documents and mark them as a “Relevant File” to the submission:

• Resume
• Cover Letter

Job openings are posted for a minimum of 14 calendar days and may be removed from posting and filled any time after the original posting period has ended. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. Up to 5 professional references will be requested at a later step in the recruitment process. For questions, contact Adrian Cunningham at adrian-cunningham@uiowa.edu.

Benefits Highlights

• Regular salaried position. Pay Level 3A. Located in Iowa City, Iowa.
• Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans.
• For more information about Why Iowa? Click here.

About Iowa

Joining the University of Iowa means becoming a vital part of the Hawkeye community, where your work directly impacts education, research, and student success. Enjoy exceptional health coverage, university-paid life insurance, robust retirement plans, and generous leave policies. Benefit from 24/7 support services, well-being resources, and access to UI Health Care specialists. Grow professionally with advanced training, leadership development, and tuition assistance. Iowa City offers a great quality of life with world-class performances at Hancher Auditorium, Big Ten athletics, top-ranked public schools, and outdoor recreation. Join us in making a difference at a leading Big Ten university and premier public research institution.