How to Apply
A cover letter is required for consideration for this position and must be attached as the first page of your resume. The letter should address your specific interest in and outline skills and experience that directly relate to this position. Applicants who do not meet these requirements will not be considered.
The Professional and Academic Development team is seeking a collaborative, detail-oriented, and well-organized program specialist. The program specialist will coordinate logistics of the Doctoral Internship Program and postdoctoral fellow-related programs and initiatives while advancing Rackham Graduate School’s Strategic Vision. This position provides program coordination and will take responsibility for managing all associated administrative tasks. The program specialist reports to the Academic Program Manager who leads the Doctoral Internship programs.
PLEASE NOTE: This is a 3-year term-limited position with renewal contingent upon the success of the program, completion of performance expectations and available funding.
Rackham is currently offering hybrd work schedules to staff, requiring 2-3 days per week on-site with the remaining time being remote..
Job responsibilities include but are not limited to:
Coordinate Doctoral Internship Program logistics. Coordinate logistics of Rackham Doctoral Internship Program, which has internship competitions in fall, winter and summer terms. Manage Doctoral Internship Program application portals each term and develop new processes and tools for accepting and processing applications. Manage and organize internship site applications and student applications each semester. Track site placements and notifications to students not selected for internship placements. Notify department Directors of Graduate Studies and grad coordinators of internship awards. Coordinate program assessment and data management throughout the year, including disbursement of program evaluation surveys to interns via Qualtrics at regular intervals, tracking student responses, and generating reports summarizing program evaluation data. In coordination with Program Lead, summarize and compile qualitative and quantitative program data annually for reporting to leadership and partners. Distribute and collect surveys from internship partner sites at the end of each term. Work with Administrative Assistant Sr. and Budget team to establish stipend and tuition amounts and disbursement schedules. Regularly update deadlines and Doctoral Internship Program information on website. Compile and revise application letters, work plans, site agreements, and student agreements.
Support Doctoral Internship professional development programming. Create room reservations for intern cohort meetings. Providing support for cohort meetings, including updating digital tools like Canvas. Work with Program Lead to facilitate internship program cohort meetings. Work with Academic Program Manager to develop and revise online and in-person content for internship cohort meetings.
Coordinate postdoctoral fellow-related programs and initiatives. Plan and represent Rackham at monthly Postdoc Orientation. Organize, coordinate, attend, and present at monthly orientation. Oversee all pre- and post- orientation logistics, including seeking orientation evaluation and informing Principal Investigators/Postdoctoral Fellow supervisors of Postdoc Compact. Manage event registrations, room reservations and hosting details for monthly orientations. Support UM Postdoctoral Association (UMPDA), including providing election support and advising UMPDA in implementing activities, workshops, etc. Attend UMPDA board meetings as necessary. Contact campus postdoc stakeholders to request items for the bi-monthly Rackham postdoc newsletter. Compile and review bi-monthly submissions for postdoc newsletter items and prepare copy for the bi-monthly newsletter. Collaborate with Rackham Communications team to deliver the newsletter to postdocs and administrators on a bi-monthly basis. Coordinate with Rackham Institutional Research to regularly update and maintain postdoc listserv. Review appointment information and notify postdocs and postdoc administrators that they are nearing their 5-year appointment limit. Serve as a back-up for Academic Program Manager reviews of requests from the Postdoctoral Travel with Child Travel Expense grant. Work collaboratively with Academic Program Managers to support postdoctoral fellow programs and initiatives.
NOTE: SOME FLEXIBILITY OF SCHEDULED WORK HOURS IS REQUIRED, INCLUDING EVENINGS OR WEEKENDS ON A PRIOR SCHEDULED BASIS.
Bachelor's Degree in a related field. Knowledge of and experience with issues in graduate education and student development. Ability to effectively and efficiently develop and execute several key projects. Ability to manage multiple priorities. Ability to collaborate effectively on a team. Excellent organizational skills, attention to detail, prioritization, and follow-through. Excellent oral and written communication skills. Strong interpersonal skills, including the ability to work and communicate effectively and professionally with the University community as well as external community partners. Ability to work collaboratively and independently, as the task requires. Ability to maintain confidentiality, exercise discretion, and handle people with diplomacy under stressful situations and in matters of a sensitive and confidential nature. Knowledge of and strong personal commitment to shared teamwork, continuous business process improvement, and professional development. Understanding and value of diversity and the importance of inclusion as demonstrated through a commitment to apply and incorporate the differences, complexities, and opportunities that diversity brings to an organization.
Master’s Degree in a related field. Two years’ experience in a higher education environment with demonstrated progressively increased responsibility. Experience working with graduate students and/or postdoctoral fellows. An understanding of the challenges faced by underrepresented and marginalized populations in higher education. Experience coordinating an internship program. Strong computer skills and experience utilizing technology to deliver programs and services virtually. Experience using Canvas or similar Learning Management System. Experience using Qualtrics.
Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled any time after the minimum posting period has ended.
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