Program Manager

Position Summary

Reporting to the Director of Finance and Administration in the Department of Applied Physics and Applied Mathematics, this  The Assistant director will oversee the operations of  two degree programs, the Medical Physics Master’s program and the Material Science Program In addition, the Assistant Director will direct operations within the Department of Applied Physics and Applied Mathematics

Responsibilities

• (20%) Oversee program support and coordination of the Medical Physics Program (MedPhys), a New York state registered and CAMPEP-accredited program leading to the M.S. degree.  The MedPhys program is administered by faculty from the School of Engineering and Applied Science (SEAS) in collaboration with faculty from the College of Physicians and Surgeons and the Mailman School of Public Health. The Assistant Director provides a wide-range of student and faculty support and handling the administrative duties for the Program. She/he will contribute to the successful execution of the department’s strategic agenda. S/he provides support for all student and faculty affairs and liaises with relevant university units to assist with the management of the Program

• (20%) General

Responsible for daily operational activities, including producing, analyzing, and coordinating multi-faceted reports and presentations Serves as Student Affairs coordinator, supporting Medical Physics student registration, orals practice sessions, student practicums, HIPPA training. Plans and manages the logistics for events and seminars including faculty meetings, program orientation, and comprehensive exams.  Performs budgetary functions including calculating the allotment of tuition income. Serves as liaison between the Program faculty and other departmental and university offices. Maintains and updates program’s web-site. Arranges all program- related career and academic events. Plans, prepares and oversees lab assistant recruiting when necessary. Arranges and holds briefings with students. Collects, distributes and reports back to the EHS office regarding radiation badges required for all MS students in the program. Responds to all inquiries from current students, prospective students, Faculty and other academic and administrative units in CU.

• (20%) Admissions

Manages the admission, registration, and other student affairs processes for the Medical Physics graduate program (MS only). Assists in designing and implementing the admissions process to meet the School metrics. Manages and coordinates multiple screening processes such as in-person, telephone, and video interviews for selected students. Liaises with student applicants to address admissions and registration inquiries. Develops and issues related correspondence. Enters, updates, maintains, and provides reporting and analysis from the University’s systems on enrollment, registration, and course data to update the program Director and the Chair of the department. Creates and utilizes student and alumni information databases. Maintains student records, information, and lists. Arranges students’ visits upon request. Manages enrolled student orientation. Maintains, updates and distributes marketing booklets and other marketing aid

• ( 20%) Student Advising and Programming

Advises and monitors academic progress for the Medical Physics student population: Advises graduate issues on various aspects of their studies, including general degree requirements, academic planning, courses, and departmental policies of procedures. Meets with students individually, responds to their emails and phone inquiries. Refers students to their respected faculty advisors to address electives, career-related questions, and other issues. Monitors student progress, status changes, and performs preliminary graduation clearances. Tracks student progress through degree program: core required courses, electives, Ethical courses, and other CAMPEP and state requirements. Drafts and distributes communications to proactively inform students of Departmental schedules, policies, procedures, and other notices, and provides timely responses to inquiries and requests. Solicits student feedback and monitors class dynamics, Arranges and manages a mandatory Medical Surveillance clearance process for all incoming students Assist students in obtaining NYS Medical Physics learner permits. Maintains records of summer placement, arranges summer placements for current students. Communicates with outside institutions to obtain summer placement for students. Maintains Alumni mailing lists and distributes career-related information as it becomes available. Manages graduation clearance. Manages Medical Surveillance process in collaboration with CU Medical Office. Oversees the Medical Physics Seminar zero-credit course - maintains records, distributes information about upcoming events, provides final summaries of all events to the main Instructor . Serve as a back-up proctor where needed

• (10%) Annual reporting

Prepares and submits annual CAMPEP report to maintain state accreditation of the Medical Physics program. Prepares and submits CAMPEP accreditation report every 5 years to maintain state accreditation of the program. Maintains and updates program’s statistics

• (5%) Provides program support for the Materials Science Program   

  Coordinates access, signage, facilities contact, for Materials Science faculty and laboratories. Coordinates Materials Science Colloquium, including scheduling, mailings, travel arrangements for speakers; reimbursements, marketing of the events. Maintains calendar, manages the scheduling of meetings for MSE faculty; Maintains agendas and takes minutes during Faculty meetings. Maintains and updates Materials Science website. Responsible for program publicity (written and electronic formats), and outreach activities. Assists with special events and conferences. Update student, faculty, and staff posters Provides full administrative support for 2 semester course MSAE E3157 Design Project (Sets up and coordinated Courseworks module, schedules meeting, maintains student record, Attends Senior Design Expo meetings, and reports back to the PI, Oversees all the logistics preceding to the Senior Design Expo. Serve as a back-up proctor where needed

• (5%) Provides administrative support for  Department of Applied Physics and Applied Mathematics

HR/Student Affairs: Collects, submits and track appointment transactions. Coordinate approvals for student AWA forms. Assist with adjunct teaching approvals and appointments. Supervise work-study employees.

Facilities: Coordinate with the SEAS and CU facilities to plan all general and special facility-related requests such as:
- Monthly fire extinguisher attestation
- Fume hood attestation
- NYFD laboratory attestation
- Space Access and tracking
- Department Signage
 Facilities tickets

Serve as Department Green Leader Representative

Events: Assist with department meetings and events

Minimum Qualifications

• Bachelor’s Degree and/or its equivalent required. 

• 2-3 relative experience required

• Excellent interpersonal, communication, and presentation skills.

• Demonstrated ability to think strategically and execute tactically. Must be able to work well in a changing environment and practice creative problem solving.

• Ability to market programs, solve problems and interact with individuals at all levels.

• Financial aptitude necessary.  Prior experience in maintaining financial records desirable.   

• Knowledge of personal computer systems and word processing including spreadsheets necessary.  

• Must be a team player; take initiative, use discretion.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.