Academic Program Services Consultant

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Job Title:

Academic Program Services Consultant - Radiation Oncology

Department:

Medicine | Radiation Oncology

The Academic Program Services Consultant provides operational leadership and comprehensive administrative support for the Department of Radiation Oncology's Medical Physics graduate programs. The position manages the full student lifecycle, oversees academic and program administration, coordinates accreditation and compliance efforts, supports faculty and committee activities, and serves as the central point of coordination among students, faculty, university offices, and external stakeholders. Through the development and management of processes, policies, communications, and program initiatives, this role ensures the successful day-to-day operation, continuous improvement, and long-term growth of the department's graduate programs.

Student Lifecycle Management – 30%

• Coordinate application processes, applicant communications, and interview logistics
• Liaison with Graduate School, Graduate and Professional Admissions, and Office of International Affairs (OIA)
• Support recruitment efforts and outreach strategies for a new and growing program
• Facilitate orientation and onboarding processes
  • Assists students in navigating procedural requirements including class registration and graduate school requests
  • Manage Buck ID card access requests for graduate students
  • Department course scheduling via SIS
• Provides ongoing guidance to students on coursework, policies, and procedures. Ensure completion of required student compliance training
• Monitor academic progress, clinical requirements, and research milestones
• Research, collect, analyze and report data pertaining to graduate associate appointments and funding
• Maintain accurate databases and student records and flag concerns to program leadership
• Audit degree requirements and certify program completion
• Track graduate outcomes, including residencies and employment placement

Strategic Program Development & Administration – 20%

• Design, implement, and continuously improve administrative workflows for graduate programs
• Develop and maintain program documentation including student handbooks, policies, and procedural guides
• Course development and Office of Academic Affairs (OAA) liaison
• Coordinate course scheduling and spaces, academic calendars, and program logistics. Liaison with Office of Strategic Enrollment
• Work with graduate program faculty to establish and monitor funding structures related to fellowships and graduate assistantships
• Oversee program operations to ensure efficiency, consistency, scalability, and improvement
• Assist with budget tracking and resource coordination

Accreditation & Compliance – 15%

• Lead coordination of accreditation activities, including Commission on Accreditation of Medical Physics Education (CAMPEP) self-study preparation and site visits
• Maintain compliance with University, State of Ohio, and CAMPEP requirements
• Track and document program metrics (student outcomes, faculty qualifications, curriculum requirements)

Clinical and Research Coordination – 10%

• Coordinate clinical education components, including rotation schedules
• Track clinical competencies and evaluations
• Support thesis/dissertation processes, including committee coordination and defense logistics
• Facilitate communication between students, faculty, and clinical preceptors

Faculty & Committee Support – 10%

• Support graduate program faculty in program operations and strategic initiatives. Works with direct administrative support regarding faculty graduate program status.
• Coordinate graduate program committees and faculty meetings and triage action items
• Maintain records of faculty teaching activities and credentials for accreditation and institutional requirements

Communication & Stakeholder Engagement – 10%

• Serve as the primary point of contact for program-related inquiries
• Facilitate communication among students, faculty, university, and external partners (CAMPEP, SDAMPP, AAPM)
• Develop and distribute program communications, announcements, and recruitment materials
• Coordinate undergraduate student recruitment efforts

Events & Program Operations – 5%

• Plan and coordinate program events such as orientations, seminars, accreditation visits, and guest lectures
• Manage program calendars, timelines, and key deadlines

Minimum Education & Experience Required

Bachelor's degree or equivalent experience. Advanced degree in relevant field may be desirable. 6 years of relevant experience required. 8-12 years of relevant experience preferred.

Function: Academic Administration

Subfunction: Academic Program Services

Band: Individual Contributor – Specialized

Level: S4

Additional Information:

Location:

James Cancer Hospital (0375)

Position Type:

Regular

Scheduled Hours:

40

Shift:

First Shift

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The university is an equal opportunity employer, including veterans and disability.