Training Programs Manager

POSITION OBJECTIVE Working with limited supervision, the Training Programs Manager of the Graduate Education Office will provide; a) oversight, development, design, and management of the graduate education office mentor-trainee database, b) strategic development, management, and revision of the centralized educational and training initiatives for graduate students and postdoctoral trainees in the School of Medicine; c) trouble shoot, develop solutions, and design new functionalities for graduate education office database; d) create proper documentation of the data dictionary and software code. of the graduate education office Grant Training Program database. The training programs manager of the graduate education office reports directly to the finance and operations manager of the graduate education office. this position also interacts with the vice dean of graduate education, vice dean for research, the staff of the office of research administration, and other institutional partners to serve as a thought-leader to help formulate, implement, and disseminate T32 tables for training grants. ESSENTIAL FUNCTIONS Provide leadership, oversight, design, enhancement, and management directed at the graduate education office mentor-trainee database. Curate faculty, postdoctoral, student and alumni data. Train part-time staff in database use and data entry. Design and implement standard graduate education office procedures to regularly update, audit and maintain data integrity. Troubleshoot, develop solutions, and design new functionalities for the database. Interface with the School of Medicine administrative computing department to ensure proper documentation of the data dictionary and software code and direct their efforts in programming improved functionality and additional capacity. Manage the transfer of other graduate education office database components to the office of academic computing. Develop standard operating procedure manuals for the graduate education office database. Develop documentation of the data dictionary and software code of the graduate education office grant training program database. (35%) Work collaboratively with multiple university central offices (central research administration, graduate studies, post-doctoral affairs, and HR), the leadership of schools and academic departments across the university to ensure the continual flow and integration of accurate student, post-doctoral, and alumni data into the school graduate education office training database. (15%) Address all database report requests to fulfill the needs of other school administrative offices. Perform expert review and high-level interpretation of all data table outputs for T32 training grants prior to distribution to principal investigators and administrators. (15%) Develop policies and procedures to ensure that the graduate education office mentor-trainee database becomes and remains an institutional tool serving the entire medical school as well as academic departments in other schools. (10%) Serve in a leadership capacity to represent the graduate education office in high-level interactions with: a) training program principal investigators and administrators in assembling T32 training grant tables, b) the school office of academic computing for programming needs. (10%) NONESSENTIAL FUNCTIONS Collaborate with the vice dean and T32 grants manager in the preparation of professional communications (written, verbal, and visual) for various school constituents and meetings. (5%) Develop standard operating procedure manuals for the graduate education office database and other key responsibilities in the office. Develop documentation of the data dictionary and software code of the graduate education office grant training program database. (5%) Ensure that the graduate education office alumni (current position) database is updated on a regular basis. (5%) Perform other duties as assigned. ( CONTACTS Department: Daily contact with the Graduate Education Office Vice Dean and staff. University: Regular contact with the students, postdoctoral trainees, faculty and staff across the School of Medicine and university with regards to graduate education. Regular contact with school departments including all basic science and clinical departments, Academic Computing, Research Administration, Development, Grants and Contracts, School of Graduate Studies, Registrar, and others. Occasional communications with high-level university officials including the Vice Provost in the School of Graduate Studies and Vice Dean for Research Administration. External: Regular contact with alumni as well as faculty and administrators from other institutions. Students: Occasional contact with PhD and postdoctoral trainees in the School of Medicine. SUPERVISORY RESPONSIBILITY Oversee graduate education office students and staff that are assisting the areas described above. QUALIFICATIONS Experience: Minimum of 3 to 5 years of relevant experience with a minimum of 2 years of experience in departmental administration. Education/Licensing: Bachelor's degree required. Master's degree and an extensive knowledge of PhD and postdoctoral training programs is preferred. REQUIRED SKILLS Knowledge and understanding of commonly-used concepts, practices, and procedures in graduate program administration. Demonstrated knowledge and understanding of PhD training programs and the NIH T32 training grant process. Meticulous attention to detail, data integrity and a methodical approach to management of data. Excellent oral, written, and visual communication and interpersonal skills; must demonstrate the ability to effectively and professionally communicate and work with various individuals from a broad spectrum of disciplines, technical and educational backgrounds within the department, School and University, and with individuals outside the University. High-level proficiency in Microsoft Office (e.g., Word, Excel, PowerPoint, Access, Publisher) and database management. Strong organization skills; ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time-management skills, and follow-through. Excellent customer service skills; ability to maintain effective working relationships and address the potential and current needs of students, faculty, staff, and the various school administrative offices that require our services. Effective management skills; ability to lead, train, work with, and elicit cooperation from team members and staff. Ability to work effectively independently and collaboratively within a team. Must be highly motivated, responsible, dependable and a self-starter. Ability to work with sensitive information and maintain confidentiality. Ability to maintain familiarity and demonstrate knowledge of the overall mission of the graduate education office as well as graduate education office priorities, leadership and programs. Excellent problem-solving skills and an ability to devise attractive solutions; must demonstrate excellent analytical skills, sound judgment and good decision-making. Must demonstrate flexibility and ability to work under pressure; must be able and willing to work in a fast-paced environment and conform to shifting priorities, demands and timeline. Must demonstrate willingness to learn new techniques, procedures, processes, and computer programs as needed. A strong, consistent track record of dependability, enthusiastic work ethic, and a central focus on developing esprit de corps. Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest. Ability to interact with colleagues, supervisors, and customers face to face. Ability to meet consistent attendance. Willingness to learn and utilize Artificial Intelligence (AI). WORKING CONDITIONS General office environment. #J-18808-Ljbffr