Academic or Clinical Program Management & Services Specialist

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Academic or Clinical Program Management & Services Specialist, PCC2, 4A

Position Specific Summary

To provide developmental and administrative coordination for student program activities within the Department of Occupational and Environmental Health including the Heartland Center for Occupational Health and Safety.  Duties for these two entities are split equally with some overlap. To provide answers and assistance to students and faculty on matters associated with the programs.  To coordinate and administer student affairs relating to recruitment, admission processing, curriculum, and program planning and placement.  To provide information and reports for training grants, educational support funding, and university and external reporting on programs.

Classification Key Areas of Responsibilities and Specific Job Duties and Tasks

Recruit, Admit and Retain Prospective and Current Students for Programs, Major Departments or Colleges

Heartland Center:

  • Develop and maintain trainee admissions records and placement in the Center’s academic programs
  • Develop and manage a diversity recruiting plan
  • Maintain and update database to track trainee alumni contact and employment information
  • Send recruitment materials to targeted undergraduate programs offering degrees associated with Center academic programs.



  • Develop and maintain departmental recruitment materials and associated web pages.
  • Oversee all recruitment and enrollment activities for departmental programs. Support the admissions process by developing templates for routine communications.
  • Send recruitment materials to targeted undergraduate programs at the University of Iowa
  • Communicate via phone/email/in person with those interested in PhD, MPH or MS programs within the department as well as collegiate-wide populations (such as grad certificate students). This includes admission requirements/application process/program information. 
  • Manage application and admission processes for OEH programs in SOPHAS and UI Grad applications in MAUI.
  • Maintain records of all applications on SOPHAS for admission, and present these to the departmental faculty for timely review.
  • Maintain communication with student applicants regarding status of their applications.
  • Communicate admission decisions to applicants.  Provide information and counseling to prospective students, current students, and faculty concerning selection, content, requirements, and objectives of the departmental graduate programs.
  • Reach out to other institutions and departments on pertinent recruitment and student outreach activities.
  • Coordinate student applicant visits and interviews.
  • Advise and counsel a diverse current student population with routine academic, financial, and personal issues and referring students to appropriate personnel and campus departments as necessary.


Enrollment Management

Heartland Center:

  • Collect needed information and maintain database of current trainees and graduates as required by the granting agency
  • Complete required data tables annually



  • Organize and facilitate student orientation sessions, graduate receptions, and focus area networking events.
  • Coordinate student registration and course enrollments including analysis of demand.
  • Arrange approved required courses into a Plan of Study for review/approval of faculty.
  • Facilitate OEH PhD Comprehensive Exam process
  • Assist in planning and communicating course schedules to CPH administration.


Academic Standards and Curricular Policies

Heartland Center:

  • Serve as a resource for the Directors and faculty of the Center on programmatic issues associated with the academic programs.
  • Contact and serve as liaison between prospective trainees and faculty in the College of Public Health and Engineering, and the Occupational Safety Program at Iowa State.
  • Serve on the Center Management Team
  • Attend and contribute to Internal and External Advisory Board meetings
  • Administer a current/enrolled trainee survey and a post-graduate trainee survey
  • Contribute to efforts associated with the Center evaluation process
  • Assist in the Center strategic planning process



  • Prepare and maintain appropriate reports and surveys for the department strategic plan monitoring and for the graduate programs.
  • Coordinate curricular issues and changes within CPH departments.
  • Develop, proof, and submit University Course Catalog of department degree programs.
  • Prepare documents for degree programs for Graduate College, Registrar, and Graduate Admissions.
  • Participate in College of Public Health and Graduate College graduate coordinator meetings to be aware (and influence) policy and procedural changes


Academic Program Management (Planning, Designing, Integrating, and Evaluating Curriculum)

Heartland Center:

  • Answer questions about required coursework and plan of study related to the academic programs of the Heartland Center
  • Respond as needed to trainee questions or concerns regarding programmatic issues



  • Coordinate and monitor student progress toward graduation.
  • Evaluate student plans of study and records.  Monitor student compliance with University rules and regulations. 
  • Advise students OEH and Collegiate-wide programs as assigned (such as Grad Certificate) and faculty on progress toward graduation.
  • Communicate with the Graduate College and the College of Public Health on completion of requirements on admissions, academic performance, and graduation.
  • Provide reports to the Department, College of Public Health and Graduate College on Department academic performance as needed.
  • Serve as liaison between students and University officials and faculty
  • Prepare and submit OEH course offerings and in MAUI and schedule final exam classrooms in MAUI each semester
  • Plan, coordinate, and participate in numerous departmental student activities and professional development special events including annual symposium.
  • Participate in faculty meeting to update faculty on enrollment, the status of applications, and to answer questions regarding academic requirements.
  • Attend bi-weekly meetings with the OEH Departmental Executive Officer and Director of Graduate Studies (DGS) to discuss and act on all student and curricular issues associated with the department.
  • Work with the DGS to maintain the graduate student handbook, seek DGS signatures on Graduate College forms, and ensure that posted curriculum and competency statements are accurate.
  • Inform the DGS of any student-related issues related to poor academic performance and personal problems in a timely manner.
  • Organize annual awards and scholarships for voting by the faculty.


Position Qualifications

Education or Equivalency Required

A Bachelor’s degree in a related field and 1-3 years related experience or an equivalent combination of education and experience. 

Required Qualifications

A minimum of 1-3 years administrative experience in an academic environment.

Proficiency in computer software applications with working knowledge of MS Word and Excel, PowerPoint, web-editing, social media and the ability to learn new university systems, such as MyUI and MAUI.

Extensive interpersonal skills, including the ability to perform a wide variety of tasks while maintaining a professional demeanor. 

Extensive experience maintaining confidentiality. 

Extensive proficiency with oral and written communication in an education setting. 

Ability to travel to local, regional and national student recruitment events and educational conferences.

Desirable Qualification

Experience working directly with students and/or faculty advising for graduation requirements or in a related student services position in which the primary responsibility in the position consists of one-on-one meetings with students concerning academic and college policies and requirements. 

Familiarity with undergraduate or graduate academic policies and practices. 

Knowledge of University of Iowa policies, procedures and regulations.

A Master’s degree in education, or related field, or an equivalent combination of education and experience.


Applicants must attach a Cover Letter and a Resume (under submission relevant materials) that clearly address how they meet the listed requirements and desired qualifications. Job openings are posted for a minimum of 14 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended.


Apply online at and refer to requisition number #21001925.