Academic Program Manager - Mellon College of Science - Physics Department

Carnegie Mellon University is a private, global research university that stands among the world’s most renowned education institutions. With ground-breaking brain science, path-breaking performances, creative start-ups, big data, big ambitions, hands-on learning, and a whole lot of robots, CMU doesn’t imagine the future, we invent it. If you’re passionate about joining a community that challenges the curious to deliver work that matters, your journey starts here!

The Mellon College of Science (MCS) is home to four departments and many programs and research centers that cross disciplines. We approach scientific problems from fresh angles using creative interdisciplinary approaches while drawing on our departmental strengths in the core sciences. MCS faculty members are nationally and internationally recognized for their research in a variety of fields, including polymer science, cosmology, mathematical finance, and neuroscience.

Our Physics Department within the Mellon College of Science is seeking an Academic Program Manager to join the team! In this role, you will be responsible for the comprehensive program management of the Graduate and Undergraduate Physics degree programs – Bachelors, Masters, and Doctoral programs.  Student population: UG (150) and Grad (90).

Core Responsibilities

Programmatic Responsibilities – Undergraduate Program (45%) Coordinates administrative operations, student services, and communications for the undergraduate physics program. This includes supporting physics majors and minors, as well as facilitating enrollment and operational support for all physics courses (including service courses).

• Program Management
  • Manages undergraduate student registration processes, including waitlist administration, prerequisite/corequisite verification, and vetting/tracking of research course enrollment.
  • Builds, updates, and manages class schedules each semester in both the university scheduling system (S3) and internal records.
  • Represents the department at Registrar Academic Community Update (RACU) meetings and serves as the department’s primary administrative contact for related tasks (e.g. commencement, final exam and FCE flags);
  • Partners with the Director of Undergraduate Affairs to plan, execute, and promote the department’s undergraduate metacurricular program.
  • Plans and executes all commencement ceremonies, including the management and distribution of diplomas and tracking of university and college honors.

• Academic Advising and Communication Support
  • Serves as the primary staff contact for undergraduate inquiries. Provides guidance on degree requirements and academic deadlines and connects students with the Director of Undergraduate Affairs, faculty advisors, or other campus resources as needed.
  • Manages and updates physics faculty advisor assignments every semester.
  • Maintains physics program pathways and student audits in Stellic and assists students with Stellic navigation as needed.
  • Collaborate with the Director of Undergraduate Affairs on routine audits of student progress toward degree completion and degree certification.
  • Maintains and manages undergraduate student email distribution lists.

• Program Record Maintenance
  • Tracks and communicates academic deadlines to faculty, and coordinates the collection and submission of final grades for research courses.
  • Manages the department syllabus repository and prepares necessary documentation for the Committee on Undergraduate Affairs, College Council, and other university governing bodies.
  • Coordinates the annual review and update of the undergraduate catalog.
  • Compiles student lists and background materials for the Department Head to support reappointment, promotion, and tenure cases and award nominations.
  • Administers student surveys and maintains data regarding graduating students and alumni outcomes.

Programmatic Responsibilities – Graduate Programs (35%) including two doctoral degree programs (Physics, Astronomy & Astrophysics) with very similar structures and a total of 90 students, and one terminal master’s program (MS in Modern Physics) with approximately 10 students

• Recruiting – supports the Department Head, Chair of the Admissions Committee, and directors of graduate degree programs in the attraction of qualified candidates to the program and the successful retention of enrolled students.
  • Arranging campus visits; prepares and distributes admission and rejection letters.
  • Coordinates the enrollment of new students and manages their onboarding.
  • Prepares and distributes communications to new students.
  • Coordinates with the Office of International Education to advise and provide logistical support to international students regarding personal, immigration/visa and acculturation issues.

• Program Management
  • Administrative support for students: manages the qualifying and degree completion processes for PhD candidates, including oral qualifying exams, final oral exams and thesis presentations and degree certifications; manages audit, registration, and verification of student progress including maintenance of Stellic profiles and tracking of annual reviews.
  • Creates and maintains class schedules.
  • Coordinates resolution of student academic recordkeeping with the Graduate Education Office.
  • Plans and manages departmental commencement ceremonies or coordinates Physics engagement with MCS commencement ceremonies.

Data Analysis and Reporting (10%)

• Extracting data from numerous campus information systems and producing or updating reports that facilitate decision-making within the department.   Responsible for program reports to the American Institute of Physics (AIP).
  • Enrollment trends
  • Census/demographic reports.
  • Class rosters and grade reports.
  • Student identification for faculty reappointment, promotion, and tenure cases.
  • Graduate teaching assistant evaluations.
  • Other ad hoc analysis requests.

Other duties assigned (10%).

Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University.  We are in search of a team member who can effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

Qualifications:

• Bachelor’s Degree in academic or business administration, communication, or related field required.
• Minimum of 3-5 years of experience in academic program management and/or academic advising required.
• Educational marketing and outreach experience preferred.
• Strong relationship-building, problem-solving, reasoning, communication and organization skills.  
• A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.

Requirements:

• Successful completion of a pre-employment background check

Joining the CMU team opens the door to an array of exceptional benefits.

Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions. Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance. 

Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!

For a comprehensive overview of the benefits available, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond credentials, we evaluate the role and responsibilities, your valuable work experience, and the knowledge gained through education and training. We appreciate your unique skills and the perspective you bring. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

Location

Pittsburgh, PA

Job Function

Academic Program Administration

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis

Salary

More Information: 

• Please visit “Why Carnegie Mellon” to learn more about becoming part of an institution inspiring innovations that change the world. 

• Click here to view a listing of employee benefits

• Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran. 

• Statement of Assurance