WM001 William & Mary

Compensation

Full Description

Job Requisition: JR101034 Academic Program Manager (Open) Job Posting Title: Academic Program Manager Department: CC00105 WM001 | PROV | Physics Dept Job Family: Staff - Administrative & Office Support Worker Sub-Type: Regular (benefited) Job Requisition Primary Location: William & Mary Primary Job Posting Location: William & Mary Job Description Summary: The School of Computing, Data Sciences & Physics through its initiatives and activities, marshals the involved disciplinary areas to meet the most pressing needs of our time. The School provides a vibrant and inclusive community for faculty teaching and conducting research and for students pursuing programs in the fields of applied science, computer science, data science, and physics. The Department of Physics is comprised of 25 instructional faculty members and 15+ physicists in research positions. Our undergraduate program offers a major and minor. Through our graduate program, students pursue a Ph.D. degree. Research areas in the department include atomic, molecular, and optical physics, computational physics, condensed matter physics, nuclear and hadronic physics, high energy physics, and plasma and non-linear physics. Related research areas include accelerator physics (in cooperation with Jefferson Lab and material characterization (in cooperation with NASA Langley Research Center). This departmental structure and areas of expertise provide learning and research opportunities for broadly educating both undergraduate and graduate students as well as training postdoctoral fellows. W&M’s School of Computing, Data Sciences, & Physics (CDSP) invites qualified applications for the position of Academic Program Manager. The Academic Program Manager supports the academic and administrative functions of the Department of Physics within the School of Computing, Data Sciences & Physics. This position manages day-to-day operations of both the undergraduate and graduate programs, ensuring efficient delivery of academic services and compliance with institutional and internal policies. The coordinator works closely with the Department Chair, faculty coordinators, and university offices to support student records, admissions, course scheduling, and financial administration. The role also provides general departmental support including fiscal processing, event coordination, and data management for reporting purposes. Application Instructions: For full consideration, please upload a resume and cover letter. Job Description: Required Qualifications: Bachelor’s degree from an accredited institution or equivalent combination of education, experience, and training. Demonstrated experience of progressively responsible administrative experience within a higher education environment. Strong organizational skills with attention to detail and accuracy. Ability to interpret and apply academic policies and procedures. Excellent written, verbal, and interpersonal communication skills. Proficiency with standard office and database software (Microsoft Office Suite, etc.) Ability to manage multiple priorities, meet deadlines, and maintain confidentiality. Demonstrated commitment to customer service and teamwork in a complex academic setting. Preferred Qualifications: Master’s degree in higher education administration, business, or a related field. Demonstrated experience coordinating academic or student-focused programs. Experience with university enterprise systems such as Banner, Workday, or similar student information systems. Familiarity with graduate program administration, including admissions and assistantship management. Knowledge of or experience in a STEM-focused academic department or research environment. Demonstrated success improving processes or implementing administrative efficiencies. Job Duties: 60% - Graduate Program Coordination: Coordinate Graduate (GR) program for/with the department appointed faculty GR Coordinator. Serve as a resource and coordinator for the admission process in the unit; administratively support the faculty Admissions Committee. Track student’s academic progress and maintain student data sheets to monitor degree completion requirements. Monitor and maintain all supporting documentation of student progress toward graduate program requirements. Review applications received from the CDSP Dean’s Office for completeness and contact applicants if necessary to ensure all required materials are received. Serve as liaison to applicants by responding to requests and questions from applicants ensuring highest level of customer service. Retain/keep copies of all applicant materials. Ensure timely and accurate entries into Workday/Banner to update applicant records as additional materials are received. Prepare and send a letter of intent to prospective students. Notify applicants not selected by preparing and sending letters or e-mails. Arrange for campus visits. Communicate status of all applicants and send completed applicant files to the CDSP Dean’s Office Work with international students, Associate Dean for Research and Graduate Studies, and Reves Center to address compliance with visa and immigration law. Manage graduate aid budget allocated by the CDSP Dean’s Office Prepare and submit for approval requests for stipend, tuition, fees and health benefit payments. Ensure WorkDay worktags for stipends and tuition are adequately funded and resolve any discrepancies by working with the Chair, grant PIs, department Business Manager and Office of Graduate Studies. Prepare and send annual faculty review letters and research projects as requested, notifying graduate students of the outcome of review meetings, and communicating the tracking & completion of same. Liaise and communicate with unit constituents, Graduate Studies Office Registrar, Provost, Financial Aid, and other units to provide information, produce necessary forms and reports as needed. Review theses/dissertations for formatting standards per physical standards document prior to submission to CDSP Dean’s Office. Compile and submit all required materials to CDSP Dean’s Office for certification of program completion prior to graduation and compile data for external reports (eg. NSF, DOE, AIP, etc.). 30% - Undergraduate Program Coordination: Coordinate Undergraduate (UG) program for/with the department appointed faculty UG Coordinator. Maintain unit, program, and student records in compliance with retention guidelines; to include but not limited to student major/minor, meeting minutes, CV’s, course offerings & evaluations, personnel files, fundraising information (e.g. data, donors, and fund restrictions). Ensure timely and accurate entries into Workday/Banner to update student records as needed. Collaborate with Course Scheduler/Chair to complete and submit the final edited course schedule to the Registrar’s office; implement catalog revisions in coordination with Chair & GR Coordinator. Assist with resolving registration issues by processing student overrides and by coordinating additional classes. Compile students’ applications for honors program and independent studies and distribute complete packages for faculty review and approval. Submit approved honors applications. Coordinate logistics for defense of senior/honors/EPAD theses and updating department communications, e.g. website, lobby, etc. Coordinate with Scheduling Office for non-academic events. Build academic schedule, in scheduling system, coordinating with faculty/Chair and resolving conflicts. Update schedule to change enrollment caps as requested by faculty/Chair. Coordinate all changes to course schedule with the Registrar for room assignments. 10% - Department Administrative Support: Assist with preparation of vouchers/invoices, travel authorizations and expense reimbursement requests, as needed. Reconcile monthly P-card (credit card) report. Assist with timely fiscal year-end procedures with Business Manager and in accordance with university guidelines. Conduct annual reviews of research, scheduling, room assignments, filing paperwork, etc. Posting Range: $40,000-$53,000 commensurate with experience Additional Job Description: Acts as a specialist in assigned program area, performing the most complex technical duties, such as reviewing and processing claims from vendors, contractors, medical providers and others for reimbursement or other actions under various programs. Performs, leads, or supervises a wide variety of moderate to complex program and operational support duties. Applies knowledge of programmatic and administrative requirements. Applies knowledge of applicable computer software/programs. Frequent contacts include internal and external customers to gather information or provide information. May serve as a subject matter expert. Certification in program area may be preferred. Job Profile: JP0030 - Administrative & Office Specialist III - Nonexempt - Salary - S07 Qualifications: Compensation Grade: S07 Recruiting Start Date: 2025-10-21 Review Date: 2025-11-07 Position Restrictions: EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check. Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility. William & Mary and the Virginia Institute of Marine Science (VIMS) are vibrant, innovative and engaged communities and we are delighted about your interest in a career with us.