Biophysics Graduate Program Manager

UWMSN University of Wisconsin Madison; United States; On-site; USD 56,000 - 69,000; Full time

Job summary

University of Wisconsin–Madison is seeking a Biophysics Graduate Program Manager to oversee day-to-day program operations, advising graduate students, and serving as the point of contact for policies and processes. The role collaborates with the BIophysics leadership team and manages events such as orientation, retreats, and recruiting efforts.

The position requires coordinating student records, progress tracking, data extraction, and reporting during reviews, while ensuring compliance with

Qualifications

• Bachelor's degree required; Master’s preferred.
• Strong written and oral communication and confidentiality.
• Experience in higher education or graduate program administration is a plus.

Responsibilities

• Maintain student records and track progress, providing analysis as needed.
• Oversee admissions, recruiting, and interview visits for prospective students.
• Advise on graduate policies and program requirements; support degree completion.

Skills

Communication

Professionalism

Interpersonal skills

Attention to detail

Deadline management

Education

Bachelor's degree

Master's degree

Tools

Excel

Qualtrics

Student records systems

Graduate admissions portals

Job description

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category: Academic Staff

Employment Type: Regular

Job Profile: Graduate Program Manager

Job Summary

The Biophysics Graduate Program Manager has responsibilities in multiple areas related to the day-to-day operations and administrative functions of the program. This position advises graduate students directly and is the main point of contact for students as they move through programmatic milestones. In addition, the program manager acts as a subject matter expert on all graduate student-related policies and processes and is the point of contact between the Biophysics program and the Graduate School. This position plans and conducts logistics for several events each year, including first-year student intake/orientation, the program’s annual retreat, and graduate recruiting. Other responsibilities include maintaining student records, tracking student progress, extracting student data, and providing analysis when needed or during periodic reviews. The Graduate Program Manager collaborates with the Biophysics Program Director, Associate Program Director, and Associate Director for Bock Laboratories in the administration of the program, the associated NIH T32 training grant, and in supporting the activities of the program’s committees (Steering, Admissions and Curriculum).

Key Job Responsibilities

Responsible for maintaining student records, tracking progress, extracting student data and providing analysis as needed and during periodic reviews. Oversees admissions and recruiting process, including managing the review of admissions applications and planning recruiting/interview visits for prospective students. Manages the response, support, and advocacy for graduate students while continuously improving the student experience and overall graduate program. Oversees programming, services, and events to promote professional development and academic success. Provides comprehensive advising services promoting graduate student success, retention, and degree completion. Advises on programs, graduate education, and university policies, processes, and procedures. Monitors degree progress and assists students in navigating resources and systems throughout the student lifecycle from matriculation to degree completion. Maintains compliance with graduate program(s), school/college, and university requirements and technology systems related to admissions, assessment, academic degree progress/requirements, and program review. Makes policy and procedure recommendations and/or changes. Maintains and updates the program handbook and Biophysics website. Oversees staff and/or graduate program functions. Serves as the expert resource for applicants, current students, faculty, staff, and other stakeholders of an academic program.

Department: IMV Administration

Compensation: Minimum annual rate of $62,419

Required Qualifications

• Strong written and oral communication skills
• A high degree of professionalism, sound judgment, confidentiality, and flexibility
• Well-developed interpersonal skills with the ability to both work in a team and independently
• Strong attention to detail, personal initiative, and ability to meet deadlines

Preferred Qualifications

• Master's degree in a relevant field
• At least 1 year of experience, preferably in higher education
• Familiarity with the scope and purpose of STEM graduate training
• Experience with event planning and logistics
• Strong analytical skills for interpreting policies, managing budgets, and handling data
• Computer skills: familiarity with student record systems, graduate admissions portals, Qualtrics, and file hosting/sharing systems and proficiency with Excel

Education

Bachelor's degree

Contact Information: Christopher Johnson [e-mail]

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Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals. The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world. The University of Wisconsin-Madison is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website. To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you. Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7). The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.

Work with purpose, make an impact, and grow your career. The University of Wisconsin–Madison is committed to equity, inclusion and employee well-being as we proudly work to improve the lives of people in Wisconsin and beyond. UW–Madison offers a wide range of professions that cover various interests and skill levels. We employ everything from accountants to arborists, chefs to custodians, editors to electricians, graphic designers to groundskeepers, HR associates to HVAC technicians, librarians to locksmiths, mechanics to medical assistants, painters to police officers, web designers to welders, and absolutely everything in between! No matter what you are looking for professionally, chances are you will not only find it but will thrive at it while working at the University of Wisconsin–Madison.