"Academic Services Program Manager/ MSTP Manager"

Academic Services Program Manager/ MSTP Manager

University of Colorado Anschutz Medical Campus

Department: School of Medicine/ Office of Medical Education

Job Summary:

This Medical Scientist Training Program (MSTP) Academic Services Program Manager is responsible for the overall educational, operational, and programmatic management of the MSTP. This role will independently analyze and coordinate policies and procedures; the incumbent will oversee the implementation of teaching, research, and graduate training associated with the program.

In conjunction with the Program Director, this role will represent the program within the School of Medicine, the Office of Research Education, the Anschutz Medical Campus, the Boulder Campus, National Jewish Health, and the University of Colorado, providing essential communication and networking for the effective functioning of these entities. Furthermore, this role will be responsible for coordinating an annual, national conference for MD/PhD students and directors. As a supervisor this role will directly oversee administrative personnel within the program, as well as manage student affairs processes.

Supervision Received: Reports directly to the Office of Research Education Business Services Program Director and has a dotted line reporting to the Program Director and all Associate Directors in the MSTP.

Supervision Exercised: Provides direct supervision of one (1) professional staff. Additional FTE assigned as required by the program.

Key Responsibilities:

Supervision and Training (10%)

• In collaboration with OME Business Services, this position will hire staff as required and oversee the onboarding and training of team members to ensure they are properly trained and equipped to successfully complete assigned job duties.
• Provide direct supervision to one (1) full-time professional.
• Handle workload assignments, performance management, coaching and counseling, and leave management for direct report(s).

Program Operations (30%)

• Serve as the primary operational liaison between the School of Medicine Undergraduate Medical Education (UME) program office, the Office of Research Education (ORE), Graduate School, National Jewish Health, CU Boulder, and the program to ensure cohesive student support and seamless cross-campus collaboration.
• Review and document standard operating procedures (SOPs) in the MSTP for training, operational excellence, and continuity, and ensure documents are easily sourced in a document library. Ensure documentation is transferable to effectively train staff and is kept up to date as programmatic changes arise.
• Cultivate partnerships with undergraduate institutions and foster community relationships to improve recruitment efforts and communication.
• Collaborate with SOM departments for program marketing, including brochures, posters, and coordination of website development and implementation.
• Liaise with SOM IT for website maintenance, ensuring accurate information is posted for current students and potential student applicants.
• Oversee and coordinate all event planning for the program, including but not limited to activities around seminars, program-specific specialty courses, and student and alumni engagement functions.
• Organize, coordinate, implement and attend, with the student committee and Program Director, the annual National MD / PhD Conference for students and directors.
• Manage conference registration (including collection of fees); oversee the event budget; fundraise; work with speakers and invited guests; and guide a student planning committee.
• Oversee program timelines, calendars, and student observance of all registration, program milestones, and requirements.
• Responsible for accurately tracking and reporting data required for grants (pre- and post-award).
• In collaboration with Pre-Award Shared Services (PASS), prepare and submit all training grant documentation to NIH, including annual appointment and termination forms, progress reports, and competitive renewals by required deadlines. Respond to NIH inquiries in a timely manner.
• Collaborate with other basic science PhD programs to collect and report on other program outcomes as needed.
• Manage Graduate School faculty appointments with support of the Office of Research Education.
• Serve as an administrative resource relative to student administrative issues and School of Medicine academic affairs.
• Serve as an administrative resource and advisor relative to student academic affairs and institutional processes.
• Responsible for the maintenance of program curriculum proposals, including interface with CU-SIS and building new courses in the system as necessary. When cross-listing courses, ensure MSTP courses are consistent with School of Medicine and Graduate School course requirements.
• Coordinate with leadership with any required updates to the student handbook and program website.
• Research and benchmark other MD/PhD programs, providing summary document on critical metrics to SOM OME leadership

Student Affairs (30%)

• Manage and coordinate the recruitment, acceptance, and orientation of new students into the program. This includes coordination with the School of Medicine and Office of Research Education Admissions Offices to process applications, coordinate and participate in committee meetings, and organize interviews with faculty.
• Collaborate with School of Medicine Health Opportunities and Professional Engagement (HOPE) to promote inclusive recruitment and retention.
• Monitor student progress, retention activities, and grievance procedures for students; work with program's training committee(s), School of Medicine, Office of Research Education, and other graduate programs when necessary.
• Utilize CUSIS (Milestones), Canvas, SOM (Oasis) and Graduate School (GAIA) databases; responsible for compilation and management of all student lifecycle data, including tracking of progress, advising, intervening, and resolving any academic problems.
• Manage administrative aspects of all MSTP-specific courses in collaboration with course directors. This includes coordination with course directors, setting up courses in CUSIS, ensuring students are properly registered, managing Canvas, managing course evaluations, and ensuring grades are entered and submitted in a timely manner.
• Route documentation and monitor statuses when students take leaves of absence and return to the program, including projected leaves and returns.
• Consult with, and be aware of, program guidelines and policies, School of Medicine and Office of Research Education rules and procedures, as well as appropriate University policy as it applies to student admission, degree progress, and graduation. Update and publish the MSTP Handbook for students to reference policies and procedures.

Budgetary and Procurement Responsibilities (20%)

• Collaborate with the OME and ORE Business Services Program Directors and provide input into the annual budget. Review provided budget to actual reports, including post-award grants budget to actuals, on a regularly scheduled cadence with the OME Business Services Program Director.
• Coordinate with the business services team to manage post-award for Program's Training Grant and Conference Grant. Ensure all expenses are allocated per NIH allowable terms.
• Track and manage student fellowship awards during medical school training years. Ensure all expenses are allocated per NIH allowable terms.
• Coordinate with the business services team on the negotiation of vendor contracts, generation of purchase orders, and payment for services to third party vendors in support of the MSTP.
• In adherence with university procurement policies, oversee the procurement card and travel card transactions for the MSTP.
• Submit interdepartmental entries (tuition remission) to pay students' bills each semester. Reconcile students' bills as needed with the bursar, registrar, and business services team.
• Process reimbursements for students and faculty and serve as a resource for students with procurement questions.

Program Strategic Planning (10%)

• As a part of the program leadership team, participate in strategic planning for the program.
• Provide strategic advisement to leadership, offering recommendations informed by benchmarking, program trends, and student outcomes.
• Coordinate, set agendas/record minutes, and attend as program leadership all program committee meetings, faculty meetings, leadership and executive committee meetings, and other regularly scheduled meetings; participate in discussions regarding the program's mission and goals.
• Actively benchmark and research other MD/PhD programs and provide recommendations to the Program Director.
• Coordinate the development of program metrics and reporting with the Program Director.
• Manage LCME accreditation requirements for the program.

Work Location: Hybrid - this role is eligible for a hybrid schedule of 3 days per week on campus and as needed for in-person meetings.

Why Join Us: MSTP is an NIH-funded program within the School of Medicine (SOM), designed to train students seeking both PhD and MD degrees to become outstanding physician-scientists. MSTP is one of the largest Graduate Programs in the Office of Research Education (ORE) at the Anschutz Medical Campus.

Qualifications:

Minimum Qualifications:

• A Bachelor's degree in business administration, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.
• Four years managing program operations and providing direct supervision to full-time professionals.
• A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelor's degree on a year for year basis.

Preferred Qualifications:

• A Master's degree in Public Administration, Student Affairs, Education or related field is highly preferred.
• Experience in pre-award and post-award grant management in an academic research environment.
• Experience reviewing reports and interpreting findings for decision-making on initiatives.
• Five (5) years of broad and diversified professional experience that has included office/program administration.
• Experience working in a medical and/or academic setting.
• Experience managing individual student fellowships.

Knowledge, Skills and Abilities:

• Knowledge of and the ability to apply diverse operations management skills.
• Knowledge of and the ability to apply accepted theories, practices and principles of general management and administration.
• Knowledge of and the ability to plan and organize large events.
• Excellent written and oral communication skills.
• Ability to take initiative to establish work priorities and follow-through to insure timely completion of activities.
• Ability to plan, organize, implement, and coordinate administrative activities.
• Ability to solve problems in a supportive and thoughtful manner, taking into consideration the various personalities and perspectives of the students and faculty.
• Strong interpersonal skills to work effectively with various individuals and groups.

Anticipated Pay Range: The starting salary range (or hiring range) for this position has been established as $63,554 - $80,840.