Career Center

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

The School of Dentistry at the University of Michigan is a world leader in the field, with several top-rated programs and consistently sitting at the top of NIH and other ranking metrics. Our Office of Research team, where this position will sit, work closely together and value collaboration, a positive attitude, hard work, and continued process improvement and innovation.

As a key member of the Office of Research Team, the PhD Program Coordinator will serve as a primary staff liaison for OHS PhD students, as well as provide a high level of support to the program director and program committee. The position provides a broad range of administrative and programmatic assistance for the PhD students in our program. The coordinator is responsible for administering all aspects of our PhD program: supporting the program director; tracking academic and funding requirements for students; communicating with students and related stakeholders; coordinating admissions and recruitment efforts; as well as assisting with activities and projects. The ideal candidate is an enthusiastic, well-rounded professional with a background in student services support and related administration operations, policies, and procedures; has experience working effectively with widely diverse populations; experience preparing, submitting and managing NIH funded T-32 type training grant; experience coordinating and managing student and school research- and student-centric seminars and events; and brings a dedication to quality and customer service.

This position reports to the Director of The Office of Research.

Recruiting and Admissions:

•  Coordinate and Support all student recruitment and admissions activities for the PhD program.
•  Develop and maintain recruitment and marketing materials for OHS PhD Program.
•  Respond to student inquiries regarding recruitment opportunities and application issues.
•  Process applications for faculty review, coordinate and attend faculty admissions meetings, coordinate decision letters, process admissions, etc.
•  Maintain tracking mechanisms for admissions.

Student Services:

•  Provide support for the OHS PhD programs.
•  Maintain and update databases of program alumni, which includes creating reports to OHS Program leadership to measure program success.
•  Work with the OHS PhD program director, OHS PhD Program Committee and faculty mentors to ensure student success.
•  Coordinate with Grants and Contracts team to advise and prepare students on preparing and submitting grant proposals for funding.
•  Monitor and manage student academic progression, including funding, milestones, academic standing, research completion, degree audits, international student visa compliance, students in crisis, etc.
•  Support student award processes and coordinate GSRA/GSI appointments in coordination with the Office of Research Director.
•  Assist with developing processes and materials for department procedures.
•  Maintain FERPA compliance and implement department, SOD, Rackham policies and procedures.

Program Operations and Support:

• Collaborate with appropriate faculty and staff to maintain up-to-date information on SoD websites.
• Represent PhD program at relevant department, University and organizational events/meetings.
• Schedule and attend relevant curriculum committee meetings, prepare materials, serve as reporter.
• Support student events such as: orientation, graduation, etc.
• Coordinate seminar programming for program students in coordination with Office of Research Administrative support staff.
• Coordinate and prepare relevant OHS Program reporting, including annual reports to leadership, Rackham and synthesize data from multiple data sources for OHS

Program Leadership:

• Coordinate course scheduling as needed with other SoD staff.
• Engage in basic data management and reporting via MPathways and other University systems.

Support for T-32/TEAM Training Grant:

• Maintain and update databases of student records and funding, particularly in regards to the data tables required for NIH Training Grant RPPRs and renewal applications.
• Coordinate seminar programming for program students in coordination with Office of Research Administrative support staff.
• Coordinate with DENT Informatics to create and maintain program website.
• Coordinate with T-32/Training Grant PI to prepare and submit annual Training Grant RPPR.
• In coordination with Office of Research Administrative Assistants, lead the logistical planning for the bi-annual symposium.
• Coordinate the T-32/Training Grant nomination process.

School of Dentistry Research Day:
In coordination with Office Director, MS Program Coordinator and Grants/Contracts Manager, prepare for and manage day-of activities for the School’s annual Research Day.

Additional Support/Responsibilities: 

• Collect periodic feedback from students and provide details to administration.
• Participate in pertinent development, training and workshop opportunities to increase knowledge base, enhance skills, and keep current on changes relative to the role.
• Assist in ensuring a welcoming, positive, and professional environment.
• May perform other responsibilities as assigned.
• Relationship and community building with our exceptional PhD students is required.

Key Competencies:

• Detail orientated, ability to follow department and college established procedures/processes.
• Excellent time management and planning skills with exceptional follow-through.
• Demonstrated ability to successfully manage multiple priorities, produce quality work, and meet strict deadlines.
• Demonstrated organizational and communication skills.
• Ability to work with enthusiasm.
• Ability to work both independently and within a team environment.
• Ability to work cooperatively to achieve common goals; support cooperation, collaboration and the sharing of information while providing the best quality product available and continuously upgrade standards to maintain quality, in all areas of responsibility.
• Openness to new ideas and their implementation. Ability to think quickly and adapt to changing situations appropriately.
• Ability to listen carefully to and understand customers’ needs, both internally and externally, and proactively respond to those needs in a consistent and timely manner.
• Demonstrated analytical skills with the ability to recognize opportunities, identify critical, high pay-off activities and prioritize them to attain goals.

Bachelor’s degree or equivalent combination of education and experience.  At least 3 years experience with academic student services and/or related administrative services. Experience uploading FAITs and managing financial aspects of a PhD program administration.  Experience preparing and managing NIH T32 type training grants. Strong communication skills both verbal and written. Excellent attendance record.

Experience with event planning and facilitating seminars and events for students.

This position offers a hybrid working schedule which will be negotiated upon acceptance of a position offer.

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks will be performed in compliance with the Fair Credit Reporting Act.

MDentistry: advancing health through education, service, research and discovery.

MDentistry Core Values: Compassion, Leadership, Excellence, Responsibility, Trust, Creativity, and Inclusion

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future. The University of Michigan is committed to foster learning, creativity and productivity, and to support the vigorous exchange of ideas and information, not only in the classroom but in the workplace by:

-Creating a work environment in which people treat each other with respect and dignity, regardless of roles, responsibilities or differences.

-Providing support, direction and resources enabling us to accomplish the responsibilities of our jobs and to reach the goals that are set for professional and personal growth.

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.

The University of Michigan is an equal opportunity/affirmative action employer.

U-M COVID-19 Vaccination Policy

COVID-19 vaccinations, including boosters when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine.  This includes those working remotely.   More information on this new policy is available on the Campus Blueprint website or the UM-Dearborn and UM-Flint websites.