Senior Academic Program Manager - Mellon College of Science - Biological Sciences

About this role

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.

Biological Sciences is a large department with a variety of degree programs that serve not only its own students, but also all of the undergraduate students on campus taking biological sciences courses. The CMU Health Professions Program (HPP) is a university-wide resource available to all current students and alumni and is designed to help individuals pursue careers in health care. The Senior Academic Program Manager will work closely with the Director of Undergraduate Studies, the Department Head, the HPP Director, and other key department faculty, to serve these students.

Core Responsibilities • Course & Enrollment Management Administer courses, rosters, and registration processes in S3 (student information system), including course setup, waitlist management, prerequisite enforcement, and exception handling. Generate reports for enrollment tracking and maintain departmental & HPP academic records, including the placement exam and special topics. • Registrar & Academic Coordination Serve as the primary liaison to the Registrar’s Office, coordinating exam scheduling, classroom changes, and communicating updates to faculty. • Curriculum Administration Support curriculum management by maintaining websites, catalog, and audit systems (e.g., Stellic), coordinating Committee on Undergraduate Experience (CUE) meetings, tracking policy changes, and preparing materials for college-level review. • Advising & Student Communications Manage faculty advisor scheduling and roster, assessing and analyzing student engagement with advising resources, and manage departmental and HPP inboxes and communications (listservs, announcements, Canvas courses). Support key milestones such as undergraduate research deadlines,  graduation preparation in the department, and medical school application preparation. Maintain database and academic records of current and previous departmental and HPP advisees. Ability to triage student advising questions, for both departmental and HPP students. • Instructional & Faculty Support Provide operational support for instruction, including grading timelines, supporting TA coordination, course materials, and data for faculty reviews and awards. Maintenance and access control for faculty lounge. • Commencement & Academic Events Lead the planning and execution of the undergraduate diploma ceremony, including vendor coordination, communications, logistics, and program production. Supports coordination of Master’s and PhD diploma ceremonies. Coordinates with other departments and programs that host their ceremonies in shared spaces. • Undergraduate & Honors Research Support Manage registration for undergraduate research for credit, coordinate honors thesis program, and maintain academic records for undergraduate research and honors research programs.  Maintenance and access control for the undergraduate student lounge. • Student Engagement, Programs, & Grants Support departmental and HPP events, student activities, and special programs (e.g., colloquia, workshops, Spring Carnival events, networking and professional development events). Manage student grant applications and distribution for the department and HPP. • Prospective Student & External Engagement Manage prospective student inquiries for the department and HPP, and support alumni engagement, tracking, and communications. Support prospective student events coordinated by the department and HPP. • Supervision : Manage work-study students. Coordinate student and staff volunteers for events. • Additional Responsibilities: ​Perform other duties as assigned in support of departmental and HPP operations. These include (but are not limited to) maintaining records for accreditation, providing support for faculty reappointment and promotion, preparing material for college meetings, and supporting purchasing.

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 required, degree in Biological Sciences or related field preferred. • Documented experience in higher education, administrative support, student services, purchasing, and/or academic program management. • Education marketing/outreach experience preferred. • Strong relationship building, organization, problem-solving and reasoning skills required. • Strong oral and written communication skills preferred. • Strong technical skills preferred (Google Suite, Microsoft Suite). • 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 com

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