Academic Program Specialist

Academic Program Specialist

The School of Dentistry (SoD) is looking to recruit the OHS (Oral Health Sciences) Program Specialist to join the Office of Research. You will report to the Office of Research Director. A hybrid schedule is a possibility in this position. The hybrid schedule will be determined in conjunction with the Office of Research Director. Ideally, the OHS Program Specialist will be on campus 2-3 days per week at the School of Dentistry located in Ann Arbor, MI.

MDentistry : Advancing health through education, service, research, and discovery.

MDentistry Core Values : Compassion, Leadership, Excellence, Responsibility, Trust, Creativity, and Belonging.

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.

Creating a work environment in which people treat each other with respect and dignity, regardless of roles, responsibilities or differences.

Providing support, direction and resources enabling us to accomplish the responsibilities of our jobs and to reach the goals that are set for professional and personal growth.

Being part of something greater, of serving a larger mission of discovery and care - that's the heart of what drives people to work at Michigan. In some way, great or small, every person here helps to advance this world-class institution. It's adding a purpose to your profession. Work at Michigan and become a victor for the greater good.

The School of Dentistry is consistently ranked as the #1 dental school in the United States and the world. We embrace diversity in many forms and champion diversity of thought and culture. Our Mission, core values, and additional information about our school can be found on our website. The University of Michigan also offers comprehensive benefits to help you stay well and to support you as you plan for a secure future. Benefits include :

Generous paid time off for vacations, holidays, sick time, season days, and paid parental leave.

A retirement plan that provides two-for-one matching contributions after the first year of employment.

Many choices for comprehensive health insurance.

Life insurance.

Flexible spending accounts for healthcare and dependent care expenses.

Work-life programs to strengthen a workplace culture that supports personal and family life, including child care, elder care, lactation resources, and mental and emotional health services.

Responsibilities

The OHS Program Specialist will manage all aspects of academic programs housed in the School of Dentistry (SoD) Office of Research. Major responsibilities include the following :

Recruiting and Admissions

Manage all aspects of student recruitment for Oral Health Sciences Programs (OHS). This includes coordinating on-site visits for prospective student recruits, student travel arrangements, creating final recruitment reports / feedback for OHS Program Directors, facilitating Zoom information sessions, and preparing application packets for review by the admissions committee via the GradApp tool

Respond to complex prospective student inquiries regarding recruitment opportunities, application issues, and programmatic inquiries

Attend and represent OHS programs at national conferences and other recruitment events, strategize OHS recruitment efforts with the Office of Research Director, OHS Program Directors, and other like programs on campus, and follow up with prospective students

Work with school leadership and academic offices pertaining to recruitment efforts for dual degree students

Develop and maintain recruitment and marketing materials for OHS Programs

Student Service

Overall program management for OHS students, including degree completion tracking, funding support and monitoring, reporting for program leadership, and event programming for program students

Act as the strategic advisor for OHS Program Directors for OHS-related matters, which include student progress, Rackham / School requirements, and trainee financial support

Maintain and update databases of program alumni, which includes creating reports for OHS Program leadership to measure program success. Work with the OHS Program Directors, OHS Program Committees, and faculty mentors to ensure student success

Coordinate with the Grants and Contracts team as needed to facilitate student grant proposals and funding

Develop and implement OHS standard operating procedures with a focus on streamlining processes. Communicate SOPs once implemented to OHS Program faculty, students, and staff

Program Operations and Support

Create, maintain, and update websites for OHS Programs on various websites and collaborate with appropriate faculty and staff to maintain up-to-date information

Represent OHS Programs at relevant departments, the University, and organizational events / meetings

Schedule, prepare, and attend program committee meetings, serving as a reporter. Perform needed follow-up actions with the relevant faculty and staff

Lead coordination of student events such as orientation, graduation, monthly social events, and field trips, etc.

Keep students apprised of dates of required seminars and other SoD / OOR events, and coordinate course scheduling as needed with other SoD staff

Support for T-32 / TEAM Training Grant

Lead the logistical planning for the bi-annual symposium in coordination with the Office of Research Event Coordinator and the Office of Research Director

Reviews and processes trainee student financials in coordination with the Office of Research Director

Serves as Training Grant liaison with Contracts & Grants

Coordinates with T-32 / Training Grant PI, Office of Research Director, and Grants and Contracts to prepare and submit annual Training Grant RPPR and Renewal Application

Leads the T-32 / Training Grant nomination process

Additional Support / Responsibilities

Collect periodic feedback from students and provide details to the administration

Demonstrate initiative by managing ongoing projects and developing / creating new programming / events to promote OHS programs

Assist in ensuring a welcoming, positive, and professional environment

May perform other responsibilities as assigned, such as some general administrative support for the Office of Research

Participate in and support the school's annual Research Day

Required Qualifications

At least 1 year of experience within academic student services and / or related administrative services

At least 1 year in a previous customer service role, ideally with students in an academic program

At least 1 year of demonstrated experience in planning and executing program initiatives and events

Detail-oriented and service-oriented, with the ability to follow department and college-established procedures / processes

Excellent time management and planning skills with exceptional follow-through

Demonstrated ability to successfully manage multiple priorities, produce quality work, and meet deadlines

Experience providing support to students with a complex funding portfolio

Desired Qualifications

Bachelor's degree or equivalent combination of education and experience

3 years of experience with academic student services and / or related administrative services

Demonstrated analytical skills with the ability to recognize opportunities, identify critical, high-pay-off activities, and prioritize them to attain goals

Ability to listen carefully to and understand customers' needs, both internally and externally, and proactively respond to those needs in a consistent and timely manner