The Academic Program Manager serves as an integral part of the academic programs of the School of Engineering at Vanderbilt University (VUSE). This person will work with the Director of the Office of Academic Services (OAS) and the Senior Associate Dean for Undergraduate Education to oversee academic operations including creating the academic schedule and corresponding classroom assignments each term, and maintaining the accuracy of student academic and census data, from new student data to candidates for graduation. The work involves collaborating with campus partners within the School of Engineering and across the university. The role also supports the collection and analysis of data for national surveys, prepares data reports on student progress to inform programming, and provides data reports for funding organizations and donors as needed.

The School of Engineering Office of Academic Services is a student-facing office. As such, it must be staffed when students are on campus. All members of the office work on a hybrid schedule: on campus three days/week and at location of choice (remote) two days/week.

The School of Engineering is internationally recognized for the superior quality of its research and education programs in select fields of engineering. The school includes six major departments, two institutes, and the Division of Engineering Science and Management. Esteemed biomedical engineer Krishnendu "Krish" Roy joined Vanderbilt in the fall of 2023 as the Bruce and Bridgitt Evans Dean of Engineering and University Distinguished Professor. "My goal is to ensure that the Vanderbilt School of Engineering is a diverse, inclusive and equitable place that has a profound impact on the advancement of society and the human condition, locally and globally, and that it trains the most impactful engineering leaders of the future." Dean Roy is leading VUSE into the future focused around a growing research portfolio and expanded educational programs.

Duties and Responsibilities

• Academic Processes and Infrastructure (50%)

• Create academic schedule and academic classroom schedule each semester; anticipate School of Engineering academic needs and report to departmental officials

• Assist with prioritization and development of university’s use of electronic workflow to convert processes

• Lead the updating / entry of degree audit criteria in the academic records system

• Oversee room reservation process within the School of Engineering, collaborating with Student Centers, mediating use of space conflicts, and approving/denying space fee-waiver requests.

• Produce and curate student lists for school-wide email listserv and messaging groups

• Manage & update OAS webpage

• Oversee editing of School of Engineering portions of the Undergraduate Catalog and communicate changes to University Registrar’s Office

• Quick Enroll students into new academic careers as needed, assist with registration issues

• Support listing and enrollment processes for research courses and internship courses

• Support mid-semester deficiency, grade change, major change, transfer, credit by-exam, leave of absence and semester-withdrawal processes

• Credentials analyst and Degree Certification (20%)

• Under the direction of the OAS director, leads credentials evaluation for the School of Engineering, monitoring student progress, performing graduation checkout, and recommending list of graduates to faculty

• Under the direction of the OAS director, assign end-of-semester academic actions (probation, good standing) and correspond with action recipients

• Create review list of student candidates for dismissal and required leave of absence and perform initial screening

• Work with University Registrar’s Office to approve commencement program and post degrees after faculty approval of candidates

• Coordinate Master of Engineering degree candidates with Graduate School for participation in GS commencement ceremony

• Certify candidates for Veterans Affairs benefits

• Oversee ad hoc requests for student certification (transfer reports, transient student requests)

• Data and Reporting (20%)

• Identify and pull academic data from university systems to support School of Engineering work

• Collaborate with other offices to maintain accuracy of student academic and census data

• Liaise with campus partners in undergraduate education

• Support the collection and analysis of data for national surveys including American Society For Engineering Education and US News and World Report national surveys

• Conduct initial data gathering for Departmental Instructional Reports each academic semester

• Staff Development and Support (10%)

• Oversee staff levels of access of student records and reporting, approving additions and deletions of access using Family Educational Rights and Privacy Act (FERPA) guidelines

• Develop and hold trainings on student record and reporting platforms for staff within the School of Engineering

• Create training/teaching materials on best practices in student support for staff who interact with students

• Work with VUSE personnel to ensure proper access levels for role

• Other duties as assigned

Qualifications

• Excel skills are required. Proficiency in Microsoft Office Suite is preferred.

• Compliance with FERPA is required.

• Two to three years of work experience in education is required; higher education experience is preferred. Alternatively, work with HIPAA-governed healthcare data and its reporting will be considered.

• A bachelor's degree is preferred.

• Basic familiarity with Oracle Business Intelligence (Oracle BI), People Soft, and academic records is preferred.

• Strong administrative support skills

• Excellent interpersonal, communication, and presentation skills

• Ability to work independently while functioning as part of the team

• Good work ethic

• Strong diagnostic problem-solving skills, showing initiative and diplomacy

• Ability to accept instruction and feedback

• Ability to adapt to changes

• Exemplary organizational skills

• Ability to multi-task, work under pressure, and respond to deadlines without sacrificing quality

  Commitment to Equity, Diversity, and Inclusion

  At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

  Vanderbilt University is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

  Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.

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