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Graduate Program Manager

Apply now Job no: 529641
Position Type: Staff Full Time
Campus: UMass Boston
Department: Couns. School Psych. & Sport
Pay Grade: 31
Date opened: Eastern Daylight Time
Applications close: Eastern Daylight Time

 

General Summary: 

The Graduate Program Manager for the Counseling, School Psychology, and Sport Department works in collaboration with Graduate Program Directors (GPDs) and departmental leadership to support departmental functions and programming including student recruitment and student practicum/internship placement for all doctoral, master’s, and undergraduate degree programs in the department; directing all aspects of the admissions process for graduate applicants; coordinating the field placement searches in the graduate programs and assisting students with paperwork for accreditation and licensure for all graduate programs; developing and managing program partnerships with schools and community-based organizations; overseeing Practicum and Internship placements for the graduate programs; assisting with strategic department planning and budgeting; collaborating with GPDs on scheduling and course planning; and performing other duties as assigned.

 

Estimated workload distribution across primary functional areas:

  • Admissions: approximately 30%
  • Practicum and Internship Coordination: approximately 35%
  • Departmental Administration and Strategic Support: approximately 35%

 

 

Examples of Duties: 

General Department and Program Administration and Strategic Planning (35%)
  • Oversee general operating procedures and guidelines for the effective administration of all aspects of the academic programs within the department;
  • Work with Graduate Program Directors (GPDs) to support new and returning Program Directors, including training about relevant policies and procedures in the Department, College, and University;
  • Serve as the department’s liaison to the Office of Graduate Studies and the Office of the Registrar regarding admissions, student registration, and student progress toward degree completion; provide department faculty with information concerning changes to program policies and procedures;
  • In collaboration with Graduate Program Directors (GPDs), assess and evaluate student enrollment and progress toward degree completion and academic outcomes including stages of the dissertation process; monitor and use data to effectively improve performance of advising and program activities;
  • Strategize with Graduate Program Directors (GPDs) to design, organize, and execute academic and community-building programming for faculty, students, and alumni;
  • Assist Graduate Program Directors (GPDs) with data gathering for curriculum changes such as pulling description and prerequisite information from the course catalog, reviewing One Forms, and gathering appropriate policy language from the Registrar and the Office of Graduate Studies;
  • Maintain centralized departmental storage of important program curricular documents including, but not limited to, official governance documents related to new courses and program changes and current copies of course syllabi;
  • Attend and participate in monthly meetings of Graduate Program Directors organized by the Office of Graduate Studies, reporting relevant points to discuss with the GPDs regarding necessary adjustments to operations;
  • Attend and participate in department meetings to assist with program updates and learn departmental information that may impact program operations;
  • Attend and participate in monthly CEHD staff meetings;
  • Monitor and develop informational materials to represent programs in print and on appropriate websites;
  • Work with Graduate Program Directors (GPDs) and Undergraduate Program Directors (UPDs) to schedule courses and teaching assignments; assist GPDs in regularly scheduled student and faculty meetings with regard to communications.

 

 

Student Support (35%)

  • Serve as main point person for current students regarding field placements, practica, and internships for graduate programs; maintain electronic files for matriculated graduate students; complete and maintain documents needed for graduation of graduate students;
  • Develop and manage the ePortfolio system that tracks requirements for graduate student progression and monitor students’ progress through Tevera; gather materials needed for accreditation and annual accreditation reports, including current student records, alumni data, and licensure status;
  • Research and continue to develop a list of practicum and internship sites for graduate students; develop relationships with hospitals, agencies, clinics, schools, and counseling centers; serve as liaison to the University’s Counseling Center for students who begin their practicum at the center; process contracts, evaluations, and communications with external sites in consultation with practicum coordinators;
  • Assist graduate students in preparing applications to practicum and internship sites; create forms and contracts as well as other materials to monitor progress in practicum sites.

 

 

Admissions (30%)

  • Collaborate with Graduate Program Directors (GPDs) to oversee all aspects of the admissions process, including reviewing and responding to inquiries and communicating with applicants and potential applicants;
  • Serve as main point person for prospective students regarding graduate programs; respond to and provide general information about programs and resolve issues that may arise; monitor program inquiry email accounts; coordinate and participate in open houses and informational sessions for prospective graduate students;
  • Oversee the collection and data management of admissions materials; maintain electronic files for accepted, rejected, and matriculated students;
  • Develop, in collaboration with Graduate Program Directors (GPDs), new student orientation programming.

 

 

Minimum Qualifications: 

Master’s degree required; master’s degree in counseling, education, or a closely related field preferred. Must have a minimum of three years of administrative experience in an academic, government, or nonprofit setting. Experience in a higher education setting is preferred. Willingness to work flexible hours, including evenings and occasional weekends, required.

  • Knowledge of the field of counseling and school psychology;
  • Ability to work independently and efficiently and negotiate multiple university systems;
  • Ability to handle multiple projects at the same time;
  • Ability to maintain security of student records and other matters of departmental confidentiality;
  • Ability to effectively and efficiently work in a team capacity with a broad range of staff to accomplish departmental and program goals;
  • Ability to maintain a harmonious working relationship with a variety of professionals, students, and community persons from different ethnic, cultural, and/or economic backgrounds with individuals of all personality types;
  • Ability to understand and implement university policies, procedures, rules and regulations applicable to the administration of graduate programs and the special circumstances of international students;
  • Ability to communicate effectively in writing and oral expression to prepare general reports of program activities and to maintain communication with internal and external program constituencies;
  • Knowledge of computer information management systems and other administrative support tools, including database, desktop publishing, social media, and word processing programs and willingness to learn new programs as necessary;
  • Ability to manage and improve operating systems and procedures to organize all major administrative functions;
  • Ability to exercise judgment when emergency or discretionary decisions must be made in the absence of the department chair or graduate program directors;
  • Strong oral and written communication skills;
  • Strong interpersonal skills, including the capacity to work cooperatively with a wide range of individuals;
  • Strong organizational skills and strong attention to detail;
  • Strong commitment to customer service.  

 

 

Application Instructions: 

Please apply online with your resume, cover letter and list of three professional references.

Review of candidates will begin following the application closing date. 

 

 

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting.  All other candidates will be considered after that period. 

Salary Ranges for the appropriate Pay Grade can be found at the following link: 

Grade: 31             

Salary Ranges

This is an exempt union position.

All official salary offers must be approved by Human Resources.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact HR@umb.edu or 617-287-5150.

Applications close: Eastern Daylight Time

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All official salary offers must be approved by Human Resources.

The University of Massachusetts Boston provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other legally protected class. The University of Massachusetts Boston complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the university operates. This policy applies to all terms and conditions of employment.

UMass Boston does not provide visa sponsorships for non-academic positions.

The University of Massachusetts Boston is committed to providing a safe and secure environment that is supported by qualified employees for all of its students, faculty and staff to carry out the University's teaching, research and public service missions. As a condition of employment, the University will conduct appropriate background check reviews. For more information, please see the University of Massachusetts Boston campus policy and procedures for employee background reviews.