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The Program Coordinator provides general oversight of the day-to-day operations of the program. Moreover, the incumbent assists with the development, organization, production, and evaluation of the program to achieve its mission, goals, and objectives. An employee in this position demonstrates familiarity with University policies and procedures and ensures program compliance.
CORE JOB FUNCTIONS
Acts as a liaison to program constituents both within the University of Miami and externally. Delivers educational content to program constituents both within the University of Miami and externally. Facilitates collaboration between different schools, community agencies, and/or academic support units throughout the University. Coordinates the collection, compilation, and analysis of program activity data. Drafts comprehensive, statistical, and narrative program reports and evaluations, and monitors program effectiveness, making suggestions for revisions when appropriate. Coordinates the scheduling of program classes and designated classrooms. Drafts and initiates correspondence, develops agendas, maintains calendars, assists in accumulation of reference materials, and coordinates and attends committee meetings. Assists with the development and implementation of student and/or program constituent recruitment initiatives. Provides assistance and support for student participants and/or program constituents in all administrative aspects of the program and maintains student files and/or program data. Adheres to University and unit-level policies and procedures and safeguards University assets.
Department Specific Functions
Processes graduate clearances (for graduate students in assigned programs) and ensures policy compliance in all cases. Acts as main point of contact for students in assigned programs.Utilizes Canelink and liaises with graduate program administrators across the University to check that students have met the requirements for degree conferral. Consults with the Office of the Registrar for degree postings.Duties may include inputting data into spreadsheets, ensuring documents are completed correctly, in entirety, and have required signatures, filing documents, and clearing students in the scholarly repository system.Processes request forms (for a specified group of graduate students) submitted by students and faculty (e.g., petition for transfer of credit, admission to candidacy, application for undergraduates to take graduate level courses, etc.)Files and stores graduate student documents in OnBase (Hyland Unity Client), the University’s online data management system.Manages OnBase access for graduate program staff and faculty; provides OnBase training to the faculty and staff of graduate programs as needed.Responsible for the administration and maintenance of the CollegeNet portal, the online application system for graduate programs in seven schools/colleges across the University.Attends CollegeNet trainingUpdates graduate program applications as requested by the leadership of individual programs (creates new applications and modifies or closes existing applications).Creates application terms and opens and closes applications based on term dates.Provides instructions for fee waivers.Issues refunds when necessary.Coordinates the Annual Change Review process for programs that utilize CollegeNET.Troubleshoots issues and communicates with the CollegeNET liaison and help desk.Ensures that the portal is up-to-date and accurate.Requests the completion of continuation forms by graduate student fellows (UM fellows, Dean’s fellows, Maytag fellows, and McKnight fellows), review submitted continuation forms for content and completion, track and file continuation forms.Interacts with administrators in other academic units (e.g. Office of the Registrar, Division of Student Affairs, ‘Canes Central, International Student and Scholar Services Office, Student Health Center, etc.).Coordinates the teaching assistant orientation and sexual assault prevention trainings for graduate students. Tracks completion and compliance. Adds and removes trainings holds on student accounts.Provides assistance to students in solving problems or makes referrals to the appropriate person in the Graduate School or offices on campus. This requires careful judgment and discretion in interpreting university policies and confidentiality. Interprets and adapts guidelines, including unwritten policies, precedents and/or practices.Assists with graduate course enrollment for a select group of individuals each semester. Tracks registration.Monitors the Graduate School email inboxes, such as those for clearances and forms, responding to and filing emails daily.Researches activities and common practices at peer and aspirant institutions and reports information to Graduate School leadershipContributes data, when requested, for periodic reports on academic affairs.Keeps accurate and detailed records of all processes/tasks completed and in progress.Maintains standard operating procedures related to assigned tasks and updates regularly.Provides input on and suggestions for improving graduate school processes related to the timely and accurate completion of graduate student clearances and form processing.Keeps abreast of graduate school requirements and procedures.Performs other duties as assigned, such as preparing for and participating in Graduate School events (orientation, commencement, awards ceremonies, etc.).
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Job Status:
Full timeEmployee Type:
StaffPay Grade:
A5