Department Coordinator IV, SON Doctoral Programs

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

255 Crittenden Blvd, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

600221 SON Staff/Education Programs

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.36 - $29.90

Responsibilities:

GENERAL PURPOSE:
With limited direction and considerable latitude for independent judgement and decision, this position serves as administrative lead for two academic programs and provides supplementary administrative support to the School of Nursing (SON) Education Mission. Supports the work of the PhD Program Director, DNP Program Co-Directors, and all associated program faculty and students. Also serves as primary point of contact for RN-to-BS program administrative needs. Responsible for analysis of workflow related to program administration, developing and implementing policies and procedures, and managing the general office and related administrative services. Independently performs duties requiring advanced knowledge and management of educational support systems and other office supports as well as extensive understanding of policies, procedures, and practices of the Education mission of the SON. This position requires sound judgement, professionalism and attention to detail, outstanding communication skills, and the ability to maintain confidentiality and compliance with FERPA regulations while handling faculty and student information and records. The ideal candidate for this position has demonstrable experience in office/project management, detailed record keeping, and consistency in balancing multiple priorities. Responsible for training and supervising student and temporary employees. Assigned program areas and assigned faculty are subject to change at the discretion of SON senior leadership, including program directors, based on evolving programmatic and SON needs.

ESSENTIAL FUNCTIONS

Doctoral Program Office Management

• Independently identify, prioritize, and manage the successful delivery of all academic support needs for the assigned program areas, which currently include the PhD and DNP programs. Coordinates program logistics with faculty and utilizes SON delivery platforms to assure compliance with SON internal standards, all Federal/State regulations, and national accreditation standards.
• Responsible for timely and effective communications and notifications to assigned program faculty; prioritize incoming issues and determine appropriate courses of action, referral, or response. Serve as a gatekeeper to Program Director and/or Co-Directors, as assigned. Independently manage calendars using judgement and program knowledge to manage priorities and triage requests.
• Co-manage and determine with assigned program/specialty directors or committee chairs meeting agendas, faculty communications, and follow up actions for all assigned SON committees and task forces, with sensitivity to the confidential nature of discussions.
• Oversees, tracks and processes faculty and student travel, adhering to funding protocols. Assists faculty and students in planning and preparation for external scholarly conferences, including communication of policies, travel arrangements and reimbursement requirements
• Responsible for scheduling, logistics and successful execution of numerous educational activities per year, including but not limited to, student orientation, presentations, faculty retreats, DNP Day, PhD Research Day, qualifying examinations, proposal defenses, and final doctoral defenses.
• Responsible for developing and adhering to approved event budgets and coordinating all event logistics. Develop agendas; secure and coordinate guest speakers; manage event space, accommodations and catering; create attendee support materials; develop and disseminate advertising and communications; prepare and submit event requests with budget analysis and event documentation to the SON Finance team; develop, administer, and provide reports on evaluation tools.
• Liaise with CEL, SON Admissions and Student Affairs offices, Sr. Education Administrator, Finance, and Dean’s offices, as well as internal and external stakeholders, to manage and resolve scheduling, budget, and resource issues.

Student Records and Progression

• Serve as primary onsite support for students. Maintains ongoing communication with students regarding their academic standing and longitudinal plans. Respond to student inquiries and/or direct them to appropriate offices/services as needed.
• Maintains a system to track student progression including, but not limited to, coursework phase, proposal development phase, dissertation research or DNP project phase, course registration, credits, completion of RA/TA or practicum hour requirements, stipend support, tuition support, and longitudinal tracking of graduates. Prepares official correspondence regarding program milestones and/or change of status.
• Responsible for primary analysis and summary of academic data from SONDB and UR Student and other sources including but not limited to data on enrollment, retention, progression, degree planning and faculty advising. Serves as the principal program resource for SON systems and University UR Student Information Systems. Make recommendations for improvements or changes.
• Facilitate the annual review of academic degree plans in assigned programs. Coordinates registration each semester. Monitors and adjusts registrations as needed. In collaboration with program directors, coordinates with the Registrar’s Office regarding specific degree planning issues and requirements.
• Liaise with University Office of Graduate Education and Postdoctoral Affairs to ensure PhD dissertation policies, requirements, and scheduling deadlines are met and followed.

Doctoral Program Reporting and Accreditation

• Supports SON academic evaluation processes for ensuring compliance with NYS, CCNE, COA, and Middle States Accreditation requirements. Analyze, maintain and summarize program data and develop accreditation reports for Program Directors, Associate Deans, Office of Institutional Effectiveness and other interested parties. Assist with developing preliminary reports for evaluation plans related to any school wide initiatives led by assigned directors or faculty.
• Maintains appropriate and efficient systems and electronic files for the program offices and collaborates with other departments and offices to ensure infrastructure to support data collection on program outcomes such as program evaluation surveys, program evaluations, etc.
• With guidance from program directors, collects and summarizes data for benchmarking purposes from a variety of databases and other sources including, but not limited to, data on enrollment, retention, progression, degree planning and faculty advising.
• In consultation with directors, reviews and updates SON Student Handbook and PhD/DNP program handbooks annually.

Instructional and Technical Oversight

• Serves as the principal source of information regarding policy and practice for the use of educational and academic technology including but not limited to Blackboard, Heliocampus, Slate, and related SON support programs for program leadership and faculty.
• In collaboration with program faculty and support staff, ensures appropriate resources are available for all courses, including logistical needs of room and guest scheduling, syllabi and curriculum management and the ordering of course related materials including textbooks. Includes developing and adhering to academic timelines within course and program.
• Collaborates with the School of Nursing IT staff to resolve and troubleshoot technical problems for faculty and students in Blackboard and other learning management systems. In coordination with the SON Education Innovation Team (EdIT), assist faculty in development of courses to achieve Quality Matters certification.

Undergraduate Program Support

• Provide supplementary administrative support to SON undergraduate programs, including serving as point of contact for RN-to-BS faculty and students. Perform office management, record-keeping, and instructional/technical oversight responsibilities in collaboration with other program staff.
• Support organizational effectiveness by facilitating communication between undergraduate programs and other SON departments and offices. Provide administrative support and/or cross coverage for SON undergraduate programs as needed. Assist with events management as needed.

Other duties, as assigned, in support of the Education Mission of the SON

QUALIFICATIONS

• Associate's Degree and 3 years of progressively responsible experience in administrative support required.
• Bachelor’s Degree preferred.
• 3 years of advanced office experience, including 1 year in a position which demonstrates the ability to work with minimum supervision and to direct an office operation o r equivalent combination of education and experience required.
• Strong interpersonal, organizational, written and oral communication skills are essential required.
• Ability to organize the work area and handle frequent interruptions required.
• Very strong communication skills and ability to multitask with minimal direction required.
• Advanced proficiency in Microsoft Office, Excel spreadsheets, Power Point, Microsoft Mail and databases preferred. Proficiency in working with Learning Management Systems and support systems (e.g. Blackboard, Zoom) as well as a variety of educational technology preferred.

EOE Minorities / Females / Protected Veterans / Disabled:

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.