Job Title: Graduate Education & Training Manager and Anatomical Gift Program Specialist
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8977
Job Description
POSITION OBJECTIVE

Working closely with all members of the School of Medicine research administrative team, students, trainers, faculty and the graduate program committee, the graduate education and training manager and anatomical gift program specialist is responsible for all student-centric administrative functions for the graduate program (MS programs and PhD). This position serves as the primary point of contact for all current, former, and prospective graduate students and for education-related staff at the Case Western Reserve University School of Medicine. This position will manage all aspects of the graduate program from recruitment through graduation, organize and lead communication with alumni, oversee the student information systems, and is responsible for all financial aspects of the graduate program. This position will also provide leadership for the anatomical gift program and cultivate a network of partnerships with collaborating institutions. This position will participate in strategic planning and implementation for increased donation rates and expand a full range of donation sites.

ESSENTIAL FUNCTIONS

Manage and coordinate for all activities related to graduate students and trainings including administering the admissions processes; implement strategies and plans for all degree and non-degree programs. Participate in the process for the strategic design and operationalizing enrollment initiatives. Participate in strategy planning for the program in collaboration with faculty. Identify and address short- and long-term goals. Responsible for nearly all administrative and financial implementation and maintenance of many, complex dual degree programs with only general oversight. Develop and maintain all administrative materials and functions for educational programs. Participate as a member of admissions interview and selection process for applicants to the program. (15%)The anatomical gift program plays a primary role in educating Case Western Reserve University medical students in the university program within the anatomical sciences. Develop, prepare and administer independently, all aspects of the anatomical gift program. Meet the goals and requirements mandated by the federal government. Participate in strategic planning meetings and assist in developing strategic plans and visions for the program. Help to cultivate, expand and develop a network of partnerships with collaborating institutions and schools. Research and help to expand a full range of donation sites including a network of institution who rely on our donation program for teaching resources. (15%)Work closely with graduate students and program directors to develop and maintain individual academic plans; advise on, resolve and/or troubleshoot various issues raised by graduate students. Provide academic guidance to students, helping them establish educational goals. Monitor the academic progress of students, identifying those who may be in academic or programmatic difficulty, working with them to develop a plan for addressing the difficulties. Advise and counsel current students throughout the process of obtaining their degree and ensure that all regulations and requirements for graduation have been met. Advise and counsel foreign students with visa documentation, housing, and acclimatization to the school culture. Practice prudent confidentiality regarding student records (10%)Manage/oversee all academic initiatives including course development, continuing medical education, student seminar program, journal clubs, and other programs for both the MS and PhD programs. Develop and implement department policies and procedures relating to academic programs. Communicate any changes to policies and procedures to appropriate audiences to ensure implementation. (10%)Develop, prepare and maintain annual departmental tuition return budget, approximately $1 million with guidance from administrative director. (10%) Manage the institutional training grants (known as T32s) electronically at the National Institute of Health’s (NIH) online interface (known as eRA Commons) through the xTrain module. Report and record all new trainee appointments, progress reports, and terminations. Liaise with NIH program administrator as needed. Manage the recruitment process for new trainees to be appointed to the T32s. Make decisions on the distribution of funds, reviewing monthly expense reports and monitoring expenditures on each grant for appropriate salaries, stipends, training-related expenses, or programmatic expenses. Manage the data tables required by NIH for the T32 proposals and progress reports. Direct the preparation of federal and non-federal training grant applications, including maintaining files of current funding opportunities, trainee appointments, and other training-related correspondence, and work with proposal team (10%)Manage the engagement plan for incoming students regarding fall coursework recommendations and future curriculum options and goals. Over the first year, ensure structured follow-up communications protocol is followed related to curricular, co-curricular, and extra-curricular components of customized four-year experience plans. Evaluate and make recommendations for plan improvements. (10%)

NONESSENTIAL FUNCTIONS

Use the PeopleSoft student information system to track and verify student enrollment and academic status. Act as the department resource to faculty and students for training with the student information system. Resolve all student issues in a timely manner with limited supervision Manage graduate student payroll and the payment of tuition (memorandum of agreement) for all PhD students. (5%)Develop and maintain a graduate student database that includes alumni and present graduate students and their gender/race, undergraduate institution and grade point average, Graduate Records Examinations, or Medical College Admission Test scores, advisor, matriculation and graduation dates, temporary total disability, and current position (for graduated students). Track individuals from inquiry stage to alumnus stage, making information accessible to support recruitment and training grant applications. Maintain confidential records of students who have completed the program, keeping abreast of their professional status, which is required for federal reporting purposes. Provide data analysis information. Maintain and track course teaching and program evaluations. Develop policies and procedures to develop and modify the program curriculum, including course and thesis development (5%)Maintain the schedule of classes for all department courses (50 to 60 annually). Make changes to courses (instructors, times and place) as needed and participate as member of and support the graduate program committees that includes the department chair, the director of the graduate program. (5%) Perform other duties as assigned. (5%)

CONTACTS

Department: Daily contact with department chair, administrative director, directors of the graduate program and MS program, and the administrative team to maintain workflow. Ongoing contact with faculty/trainers engaged in the graduate program.

University: Primary departmental liaison concerning academic affairs. Daily contact with the School of Graduate Studies

Weekly contact with the administrative director of the medical scientist training program, the graduate education office of the school of medicine, as well as with the registrar’s office. Moderate periodic contact with the office of international student services.

External: Regular, ongoing, interaction with alumni, as well as those individuals seeking program admissions information. Maintain liaisons with appropriate schools, departments, administrators, and NIH to proactively respond to problems, issues and special requests

Students: Daily contact with MS and PhD students for academic advising.

SUPERVISORY RESPONSIBILITY

No supervisory responsibility.

QUALIFICATIONS

Education/Experience: Bachelor's degree and 3 years of experience OR Master’s degree and 1 years of experience required.

REQUIRED SKILLS

Must be highly organized and self-motivated and have a strong work ethic.Must be a strong decision maker providing leadership and acting with limited supervision.Discretion in the use of confidential information.Must have excellent communication skills, both oral and written, and strong interpersonal skills with the ability to interact with faculty, staff, students at all levels, including at external academic institutions and sponsor organizations. Knowledge of curriculum development and administrative needs of higher education programs.Familiarity with National Institute of Health projects and policies and procedures, as well as basic science research and multi off-campus projects required.Must have strong financial tracking skills. Excellent computer skills experience, excellent mathematical skills; financial spreadsheets. Must have the ability to work in a fast-paced and demanding environment with heavy workloads and constant, multiple deadlines and management of priorities.Experience with the Microsoft Office Suite, web management software.Experience with data warehouse, student information system, Hobson’s, NIH X-Train module is preferred.Ability to meet consistent attendance. Ability to interact with colleagues, supervisors and customers face to face.

WORKING CONDITIONS

Typical working environment. The employee will use a computer and shared printer/copier. Additional time may be needed during deadlines, but only on occasion. Flexibility needed for deadlines and extenuating circumstances.

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In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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Case Western Reserve University has implemented a COVID Vaccination policy requiring evidence of COVID-19 vaccination for all students, faculty and staff with an on-campus presence. Religious and medical exemptions may be provided in accordance with applicable federal and state laws. For more information go to: https://case.edu/equity/covid-19-accommodations. Applicants may contact the Office of Equity at 216-368-3066 /equity@case.edu for information regarding religious or medical exemptions as an accommodation.

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