Program Coordinator I | Graduate School, Wake Forest University School of Medicine

Key member of the Graduate School team who, in consultation with assigned program directors, is primarily responsible for the day-to-day operations of their assigned graduate programs. Works with and supports graduate faculty and students in assigned graduate programs in the areas of marketing, admissions, recruitment, events management, onboarding/training compliance, communications, expense management, reimbursement, course scheduling, grading, graduation, and alumni tracking/communication. Likely responsible for ~100 graduate students spread across 3-4 graduate programs, with a mix of PhD and MS student populations. Supports other members of the Graduate School team in times of high volume.

EDUCATION/EXPERIENCE: Bachelor’s degree in Communications, Marketing, Public Relations, Business, or a related field, or an equivalent combination of education and experience. Experience in a college or university environment desired.

ESSENTIAL FUNCTIONS:

1. In collaboration with the Director and Program Directors, implements methods to extend the marketing and recruitment strategies for each program. Works with the Director to manage assigned advertising and marketing budgets and refines annual budgeting need. Provides input and manages inventory of printed, web, and recruitment materials, including program brochures and branded novelty items.

2. Liaises with Student Affairs and program directors to orchestrate and conduct information sessions, graduate school fairs, and undergraduate college events and exhibits. Professionally represents Wake Forest as a recruiter and ambassador, displaying impeccable judgment and a service-first mentality. Surveys current students for feedback and ideas on recruitment practices. Recruits and manages student ambassadors in assigned programs.

3. Assists program director/admission chairs in the admissions process to plan and execute program-specific recruiting events, including the scheduling and hosting of applicant visits; leverages knowledge of assigned programs to recruit students ideally suited to their programs.

4. Liaises between the Manager, Graduate School Curriculum & Outcomes, program directors and course directors in assigned programs to confirm the course schedule for each term, ensures classroom spaces are reserved and that recording is enabled and scheduled as technology allows; assists course directors with administrative needs.

5. Prepares and distributes Graduate School-related communications to program faculty, staff, and students as directed. Routes incoming messages appropriately as needed. Manages student form completion as requested by team members.

6. Assures student compliance with Employee health, MIR3, conflict of interest/commitment, and other institutional- or school-required trainings or items;. For students on away rotations/placements, ensures affiliation agreements are secured and approved, liaises with Career & Experiential Education Administrator to track “away” students.

7. Tracks spending for assigned program budgets, fields Travel award requests and routes to Director for approval.

8. For assigned programs, manages and updates Canvas pages and Libguides, supplies research information to Web team for new program faculty. Orients new students to available resources. Liaises with Director to ensure timely updates to program webpages.

9. For students in assigned programs, assesses graduation readiness, validates ballots and defense memoranda, ensures that students complete exit requirements. Uploads milestones in Campus Solutions. Maintains alumni list of students in assigned programs, updates as information is available; acknowledges donations from alumni.

10. As assigned, represents the Graduate School and its programs on cross-functional or cross-departmental teams.

11. Other duties as assigned.

SKILLS & QUALIFICATIONS:

Ability to communicate with individuals of diverse educational and cultural backgrounds.

Ability to develop and maintain effective and collaborative relationships with other departments in the Graduate and Medical Schools.

Excellent computer skills and ability to learn and work with various software programs, including: Microsoft Office Suite, Canvas, CollegeNet, PeopleSoft, Google Adwords, EMS scheduling, and social media platforms.

Strong organizational skills with attention to detail.

Excellent problem solving skills, ability to effectively prioritize and execute tasks in a deadline driven environment.

Ability to work on multiple tasks, switch tasks seamlessly.

Strong customer service orientation.

WFUSOM-1