PhD-Academic Program Coordinator

VCU's School of Social Work has an exciting opportunity for aPhD-Academic Program Coordinator!

VCUcombines learning, research, creativity, service, and discovery with acommitment to inclusive excellence. Ranked by News as one of the 30 mostinnovative public universities in the country, VCU is a premier, urban, publicresearch university home to multiple nationally ranked programs.

All full-timeuniversity staff are eligible for VCU’s generous benefits package thatincludes : competitive health benefits, paid annual and holiday leave,retirement planning and savings options, tax-deferred annuity and cash matchprograms, Virginia Retirement System (VRS), professional development &certifications, tuition waiver, parental leave, caregiving leave and communityservice leave.

Learn more about VCU’s benefits here :

Position Overview

ThePhD-Academic Program Coordinator will support the ongoing coordination ofintegrated activities across the School of Social Work’s priorities andinitiatives for the doctoral program.

Duties include a variety ofadministrative, logistical, operational, and technical tasks in support of theprogram’s mission.

Essential duties and responsibilities of the PhD-Academic Program Coordinatorinclude but are not limited to :

Managing program core functions

Respond to student, faculty, and staff requests and issues as appropriate fortheir role

Prepares travel authorizations, purchase requests, supplies, andreimbursement per university and SSW policies for the PhD Program Director andcurrent PhD students

Design, coordinate, and manage on-boarding and orientation events

Program assessment support, includes collecting and entering data such as keycourse assignments, end of year surveys, and field evaluations

Supports PhD program committee and task groups by scheduling meetings,arranging Zoom links, taking minutes, and other administrative tasks relevantto meetings

On-boarding connection points from spring through summer to prepare students(welcome, registration, textbooks, housing, parking, student fee preparation,orientation schedule)

Schedule / coordinate posters for Graduate Research Symposium & 1 yearstudent research poster presentations

Schedule and coordinate Fall PhD writing retreat

Record keeping : Doctoral program records, DPC minutes, Student files

including all SAF, Change of Grade, Incompletes, Independent Studies &Directed Research proposals, Candidacy forms, Course Syllabi, Dissertationproposals, Qualifying Papers, Internal alumni list, Exemplars (IS, DR & TPproposals, conference proposals, conference posters)

Maintaining equivalency database for course waivers and transfers

Assist with scheduling Qualifying Exam, dissertation proposal defense, anddissertation defenses includes room reservations;

zoom registration link;moderate zoom during defense; room setup; announcements

Ensure that all program faculty have the resources needed for their classessuch as textbooks, videos, common meeting spaces, etc.

Monitor budget with PhD Program Director and meet with Finance office monthlyto review program budget and GRA stipend status

Manage tuition, tuition waiver, and health insurance submissions to GraduateSchool

Maintain ongoing communications with SSW Communications Office

regarding PhD 1st-yr student highlight; candidate promotion; dissertationdefense announcements; schedule photos; others as requested / needed

Maintain communications re : training and job opportunities

Monitor and process website updates and changes with program director

Manages GRA request information and monitor GRA worklogs

Develop GRA assignments with director

Course Management

Maintaining course curriculum maps and update course competencies

Work with the Lead Academic Program Coordinator to manage Banner scheduling,ensuring that all sections are copied (as appropriate) and that Google schedulematches the Banner schedule

Collect and review master syllabi and faculty syllabi maintaining an up todate syllabus archive

Coordinates course evaluations (including semester and midterm), collectingthe data and providing reports to PhD Program Director

Other duties as assigned

Assist with resolving PhD student financial issues

Liaison between PhD faculty and students from other units interested insocial work doctoral courses

Ensure students DegreeWorks is accurate and process graduation freezes

Coordinate with Global Education Office regarding international applicationsand admitted students

Cross-train and serve as a back-up to other academic program coordinators

Provide rotating coverage for the front desk of the Dean’s Suite

Provide support to the program with the scholarship administrative processes

Minimum Qualifications :

• Experienceworking in and fostering a diverse faculty, staff, and student environment and acommitment to doing so at VCU;
• Ability to work independently and in collaborative teams, while meetingdeadlines;
• Strong oral, inter personnel, and written communication skills;
• Ability to provide excellent and responsive customer service to a diversepopulation;
• Ability to handle sensitive and confidential matters;
• Ability to manage and prioritize multiple projects simultaneously;

Ability to work successfully in both an in-person and remote environment.

Position Details : Department : School of Social Work

Employment Type : UF - University Employee FT

Salary Range : $43,000 - $48,000 Restricted Status : No FTE : 1 Exemption Status : Non-Exempt

ORP Eligibility : No

Job Family / Slotting : General Administration / Administrative Coordinator GA 1-3 (19031N-19033N)

Days / Hours : Monday through Friday, 8 : 00AM - 5 : 00PM