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).

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…