Edtech.com's Summary

Vanderbilt University is hiring an Academic and Student Services Program Manager to oversee academic operations for Peabody College, including scheduling, student records, and student support. The role builds each term’s course and classroom schedule, maintains student academic records from enrollment through graduation, and mentors a small caseload of undergraduates. The manager reports to the Assistant Dean of Academic Services and works with campus partners across Peabody and the university.

Highlights

Create the academic and classroom schedule each semester, anticipate academic needs, and enter schedules in CPI so course and scheduling information stays accurate; also assist the University Registrar with scheduling, course set-up, and academic records queries.
Resolve registration issues, including advanced problems and block enrollments, and support grade changes, major changes, transfer credit, credit by exam, leaves of absence, and semester withdrawals.
Confirm students’ schedules so enrollment meets VA benefits certification requirements, and process degree audit substitutions.
Confirm graduation terms, work with the University Registrar’s Office to approve the commencement program and post degrees, and produce certification letters for students applying elsewhere or seeking employment.
Help plan Commencement and New Student Orientation, including confirming attendance, sending student communications, and finalizing the seating chart.
Mentor a small caseload of undergraduates through the Academic Mentoring and Required Leave of Absence programs, and support interested Intra-University Transfer students.
Collaborate with the Student Care Network to assess student concerns, coordinate support resources, and issue Student of Concern notifications and Dean’s Notifications.
Send PhD letters after reviewing student benchmarks and approve Kuali forms for PhD students, such as advisor assignments and comprehensive exam scheduling.
Bachelor’s degree and FERPA compliance required, with two to three years of education experience including higher education (HIPAA-governed healthcare data work considered as an alternative); a master’s degree is preferred.
Hybrid schedule with four days a week on campus and one day at a location of choice.

Academic and Student Services Program Manager Full Description

Position Summary:

The Academic and Student Services Program Manager serves as an integral part of the academic programs of the Peabody College at Vanderbilt University. This position will work closely with the Assistant Dean of Academic Services in the Office of Student and Academic Services (OAS), the Senior Associate Dean for Undergraduate Education, and the Associate Dean for Professional Students to oversee academic operations. Key responsibilities include developing academic schedules and coordinating classroom assignments each term, as well as maintaining the accuracy of student academic records throughout the student lifecycle, from enrollment through graduation. The work involves collaborating with campus partners within Peabody College and across the university.

Duties and Responsibilities

Academic Services and Operations

Create academic schedule and academic classroom schedule each semester; anticipate academic needs and report to departmental officials
Input academic schedules in CPI, ensuring course and scheduling information is accurate and up to date.
Assist with prioritization and development of university’s use of electronic workflow to convert processes
Assist with queries that the University Registrar provides around scheduling, course set up, and academic records
Produce and curate student lists for school-wide email listserv and messaging groups
Manage & update Office of Student and Academic Services webpage
Assist with annual edits of the Undergraduate catalog and Peabody Professional catalog

Student Records

Assist with Registration issues, being able to problem solve advanced issues, in addition to block enrolling students.
Support mid-semesters deficiency, grade change, major change, transfer credit, credit by- exam, leave of absence and semester-withdrawal processes.
Assist with processing degree audit substitutions.
Confirm students’ schedules to ensure enrollment meets VA benefits certification requirements and eligibility guidelines.

Credentials analyst and Degree Certification

Under the direction of the Assistant Dean, confirm graduation term for graduating students and make updates as needed. Help monitor progress to degree for commencement check out.
Work with University Registrar’s Office to approve commencement program and post degrees after faculty approval of candidates
Produce certification letters for students applying to study elsewhere or seeking employment

Support Peabody Office of Academic Services events

Help the Office of Academic Services with onboarding and New Student Orientation.
Assist the Assistant Dean with the planning of Commencement, such as confirming student attendance, sending out communications to students, and finalizing seating chart and process of event.

Student Support

Assist with planning and co-present at academic events, workshops, and meetings.
Mentor a small caseload of undergraduate students through the Academic Mentoring and Required Leave of Absence programs.
Offer dedicated support for interested Intra-University Transfer students by promptly addressing inquiries, delivering joint presentations, and holding short meetings when requested.
Assist in monitoring the academic progress of undergraduate students.
Collaborate with the Student Care Network to assess student concerns, determine appropriate interventions, and coordinate support resources, including the issuance of Student of Concern notifications when warranted.
Partner with Associate Deans and other university stakeholders to evaluate student needs, develop support strategies, and facilitate referrals to academic, wellness, and student support services.
Prepare and distribute Dean's Notifications and other communications related to student care and well-being, ensuring timely follow-up and coordination among relevant campus partners.
Help send out PhD letters after reviewing if students are meeting needed benchmarks.
Approve Kuali forms for PhD students such as advisor assignments and scheduling comprehensive exams.

Supervisory Relationships: This position reports administratively and functionally to the Assistant Dean of Academic Services

Work Modality: Peabody Office of Academic Services is a student-facing office. As such, it must be staffed when students are on campus. All members of the office work on a hybrid schedule on campus four days/week and at location of choice (remote) one day/week.

Qualifications

Bachelor’s Degree is required
Master’s Degree is preferred
Compliance with FERPA is required
Two to three years work experience in education; higher education experience required. Alternatively, work with HIPAA-governed healthcare data, and reporting will be considered.
Basic familiarity with Oracle Business Intelligence, People Soft, academic records is preferred
Strong administrative support skills
Proficient in Microsoft Office
Excellent interpersonal, communication, and presentation skills
Ability to work independently while functioning as part of the team
Good work ethic
Attention to Detail
Strong diagnostic problem-solving skills, showing initiative and diplomacy
Ability to accept instruction and feedback
Ability to adapt to changes
Exemplary organizational skills
Ability to multi-task, work under pressure, and respond to deadlines without sacrificing quality

Job Info

Job Identification: 10009046

Locations: Nashville, TN, United States (Hybrid)

Degree Level: Bachelor’s Degree

Job Schedule: Full time

Job Shift: Day

Job Category: Academic Affairs

Job Function: Academic Program Management

Management Level: Project/Program Management 2

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

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Academic and Student Services Program Manager

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