• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $65,000.00 - $75,000.00

Position Summary

The Department of Genetics & Development seeks a highly organized and self-motivated Administrative Coordinator with good communication, prioritization, writing, and follow-up skills. Will be expected to work independently and determine when to escalate concerns.

Responsibilities

Reporting to the Department Administrator in the Department of Genetics & Development, the Administrative Coordinator will be responsible but not limited to the following administrative functions of the Departments of Genetics & Development:

• Works with the Program Directors to coordinate all aspects of the graduate program: this includes recruitment, orientation, registration, and monitoring of student funding and progress.
• Creates and maintains database for the Genetics graduate students, track progress of the students through courses, laboratory rotations, qualifying examinations, and thesis committee meetings. Maintains and updates contact information for former students.
• Provides administrative support for graduate students for scheduling committee meetings, research seminars, and thesis defenses. Acts as liaison with finance, housing, and other support services.
• Assists instructors of Genetics graduate courses with scheduling, homework assignments, and grade submission. Creates and distributes student surveys for feedback on each class and lecturers, maintaining a database of responses.
• Assists the Directors of Graduate Studies to prepare and submit the departmental training grant applications and progress reports, in coordination with the Pre-Award Core.
• Maintains database of student publications and updates publication lists in my NCBI.
• Works with financial manager to appointment and terminate trainees in ERA commons and submits required paperwork to the NIH.
• Serves as the contact person for graduate students and applicants to the Graduate Program with questions about the program in the Departmental Office.
• Works with the Directors of Graduate Studies to plan and actualize interview days for Graduate Program applicants.
• Works with Directors to create and update the education section of the departmental websites.
• Maintains, organizes, and updates the Graduate Program handbook.
• Works with the Departmental Administrator and Financial Manager to track and prepare student authorization forms for all graduate students including placement on training grants, student individual fellowships, and other funding sources from individual faculty.
• Coordinates training grant committee meetings and events.
• Coordinates the departmental seminars and other special events such as the annual departmental retreat.
• Submits requests for exchange accounts for new and existing personnel.
• Submits departmental requests for rooms, facilities, IT and and telecom.
• Perform other duties as assigned and requested.

Minimum Qualifications

• Bachelor's Degree or equivalent in education and experience required.
• Three years related experience required.

Preferred Qualifications

• Experience with administrative operations, grants and working with graduate students.
• Must be detailed oriented with strong communication skills.
• Must have a friendly and professional disposition and strong interpersonal skills.
• Must be able to meet deadlines and follow up as needed.