Edtech.com's Summary

Columbia University is hiring a Program Manager. This role oversees operations for the Medical Physics Master's program and the Materials Science Program within the Department of Applied Physics and Applied Mathematics. The position also handles admissions, student advising, and general administrative support for the department.

Highlights

Coordinate program support for the CAMPEP-accredited Medical Physics Master's program, including student and faculty affairs.
Manage admissions, registration, and screening interviews for prospective Medical Physics students.
Advise students on degree requirements, academic planning, and progress toward graduation.
Plan and manage logistics for faculty meetings, program orientation, and comprehensive exams.
Support the Materials Science Program's colloquium, website, and outreach activities.
Handle departmental HR, facilities, and budget administration, including tuition income allotment.
Prepare annual CAMPEP accreditation reporting for the Medical Physics program.
Bachelor's degree and 2-3 years of related experience.

Program Manager Full Description

Dept Appl Physics & Appl Math

Job Type: Officer of Administration

Regular/Temporary: Regular

Position Summary

Reporting to the Director of Finance and Administration in the Department of Applied Physics and Applied Mathematics, this position oversees the operations of two degree programs, the Medical Physics Master’s program and the Material Science Program. In addition, the position directs 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. Provides a wide range of student and faculty support and handles the administrative duties for the Program, contributing to the successful execution of the department’s strategic agenda, and provides support for all student and faculty affairs while liaising 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, and HIPAA 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 the program’s website. 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, including general degree requirements, academic planning, courses, and departmental policies and procedures. Meets with students individually, responds to their emails and phone inquiries, and refers students to their respective 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 the degree program, including core required courses, electives, ethics courses, and other CAMPEP and state requirements. Drafts and distributes communications to proactively inform students of departmental schedules, policies, and procedures, 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 and assists students in obtaining NYS Medical Physics learner permits. Maintains records of summer placement and arranges summer placements for current students, communicating 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 and the Medical Surveillance process in collaboration with the CU Medical Office. Oversees the Medical Physics Seminar zero-credit course, maintaining records, distributing information about upcoming events, and providing final summaries of all events to the main instructor. Serves as a back-up proctor where needed.
(10%) Annual reporting: Prepares and submits the annual CAMPEP report to maintain state accreditation of the Medical Physics program, and prepares and submits the CAMPEP accreditation report every 5 years to maintain state accreditation of the program. Maintains and updates the program’s statistics.
(5%) Provides program support for the Materials Science Program: Coordinates access, signage, and facilities contact for Materials Science faculty and laboratories. Coordinates the Materials Science Colloquium, including scheduling, mailings, travel arrangements for speakers, reimbursements, and marketing of events. Maintains the calendar and manages the scheduling of meetings for MSE faculty, and maintains agendas and takes minutes during faculty meetings. Maintains and updates the Materials Science website and is responsible for program publicity (written and electronic formats) and outreach activities. Assists with special events and conferences, and updates student, faculty, and staff posters. Provides full administrative support for the 2-semester course MSAE E3157 Design Project, including setting up and coordinating the Courseworks module, scheduling meetings, maintaining student records, attending Senior Design Expo meetings, reporting back to the PI, and overseeing all logistics preceding the Senior Design Expo. Serves as a back-up proctor where needed.
(5%) Provides administrative support for the Department of Applied Physics and Applied Mathematics: HR/Student Affairs — collects, submits, and tracks appointment transactions; coordinates approvals for student AWA forms; assists with adjunct teaching approvals and appointments; supervises work-study employees. Facilities — coordinates with 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, and facilities tickets. Serves as Department Green Leader Representative. Events — assists with department meetings and events.

Minimum Qualifications

Bachelor’s degree and/or its equivalent required.
2-3 years of related 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.

Original Job Description

Dept Appl Physics & Appl Math

Job Type: Officer of Administration

Regular/Temporary: Regular

Position Summary

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. Provides a wide range of student and faculty support and handles the administrative duties for the Program, contributing to the successful execution of the department’s strategic agenda, and provides support for all student and faculty affairs while liaising 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, and HIPAA 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 the program’s website. 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, including general degree requirements, academic planning, courses, and departmental policies and procedures. Meets with students individually, responds to their emails and phone inquiries, and refers students to their respective 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 the degree program, including core required courses, electives, ethics courses, and other CAMPEP and state requirements. Drafts and distributes communications to proactively inform students of departmental schedules, policies, and procedures, 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 and assists students in obtaining NYS Medical Physics learner permits. Maintains records of summer placement and arranges summer placements for current students, communicating 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 and the Medical Surveillance process in collaboration with the CU Medical Office. Oversees the Medical Physics Seminar zero-credit course, maintaining records, distributing information about upcoming events, and providing final summaries of all events to the main instructor. Serves as a back-up proctor where needed.
(10%) Annual reporting: Prepares and submits the annual CAMPEP report to maintain state accreditation of the Medical Physics program, and prepares and submits the CAMPEP accreditation report every 5 years to maintain state accreditation of the program. Maintains and updates the program’s statistics.
(5%) Provides program support for the Materials Science Program: Coordinates access, signage, and facilities contact for Materials Science faculty and laboratories. Coordinates the Materials Science Colloquium, including scheduling, mailings, travel arrangements for speakers, reimbursements, and marketing of events. Maintains the calendar and manages the scheduling of meetings for MSE faculty, and maintains agendas and takes minutes during faculty meetings. Maintains and updates the Materials Science website and is responsible for program publicity (written and electronic formats) and outreach activities. Assists with special events and conferences, and updates student, faculty, and staff posters. Provides full administrative support for the 2-semester course MSAE E3157 Design Project, including setting up and coordinating the Courseworks module, scheduling meetings, maintaining student records, attending Senior Design Expo meetings, reporting back to the PI, and overseeing all logistics preceding the Senior Design Expo. Serves as a back-up proctor where needed.
(5%) Provides administrative support for the Department of Applied Physics and Applied Mathematics: HR/Student Affairs — collects, submits, and tracks appointment transactions; coordinates approvals for student AWA forms; assists with adjunct teaching approvals and appointments; supervises work-study employees. Facilities — coordinates with 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, and facilities tickets. Serves as Department Green Leader Representative. Events — assists with department meetings and events.

Minimum Qualifications

Bachelor’s degree and/or its equivalent required.
2-3 years of related 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.

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