Academic Administrator I

University of Rochester•City of Rochester, NY

29d•$21 - $30

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. GENERAL PURPOSE This position supports Graduate Program in Biomedical Genetics and Genomics (60% of time) and provides general administrative support to the Department of Biomedical Genetics (40% of time). The Academic Administrator I will take all actions necessary to ensure Biomedical Genetics and Genomics Program’s success, including communicating with faculty, staff, students, and applicants in person and through electronic media; gathering information for planning and evaluation purposes; monitoring and controlling expenditures; monitoring and documenting trainee attainment of program requirements; supporting and managing evaluation and quality improvement activities.

Requirements

Bachelor’s degree. Required
1 years of related work experience or equivalent combination of education and experience. Required
Excellent organizational and interpersonal skills and attention to detail. Required
Strong ability to quickly learn new systems, processes and workflows. Required
Must be able to work both independently with self-direction and with a team. Required
Excellent communication and customer service skill. Required
Experience with Microsoft Excel, Outlook and Word. Required
Must be CLASP certified at the time of hire or as soon as possible after hire date. Required

Responsibilities

Admissions (approximately 60 applications overall, accepting 4-6 annually)
Preparation of applicant communications plan (in collaboration with Program Director and Graduare Education and Postdoctoral Affairs (GEPA).
Primary contact for applicants; verbal and written communication with candidates regarding any questions about the Program.
Assists with application review in on online application system (Slate) by managing national and international applicants
Schedules Admissions Committee meetings.
Develops and maintains Excel spreadsheet containing graduate program candidate information
Maintains, tracks and develops applicant data in Slate and Excel.
Assists Admissions Committee and Chair through admissions process, including responding to inquiries for information to final decisions of acceptance.
Counsels candidates through admissions process.
Organizes candidate visits; this includes scheduling interviews with faculty, arranging meals and social events with current graduate students, and compiling data from post-visit evaluations from faculty.
Processes reimbursements for candidates, students, and faculty.
Reconciles BGG Program Admission’s expenses.
Works closely with GEPA to assist incoming students with pre-matriculation requirements including organizing orientation activities, and any necessary payroll forms.
BGG Graduate Program Administrative Duties
Plans and coordinates travel and meeting arrangements for invited guests, prepares itineraries, and processes reimbursements.
Prepares routine correspondence and takes meeting minutes as necessary.
Compiles, edits, and checks for accuracy the materials for reports, correspondence, program handbook
Provides administrative support to instructors of GEN503/504, GEN506, GEN507, GEN507, IND 419, and IND 432. This includes scheduling time and locations of classes, posting course materials on Blackboard, preparing course and instructor evaluations, posting lecture slides and notes on-line, broadcasting information to registered students, disseminating and collating exams.
Ensures accuracy in the course schedules each semester.
Develops general knowledge with University immigration policies.
Processes annual appointment (i.e. payroll) forms for graduate students.
Works closely with faculty and administrators in other departments to ensure continual support through grant/account changes, etc.
Maintains departmental and Ph.D. Program websites with assistance from IT (ISD) services.
Compiles data for surveys and for training grants reports.
Attends Committee on Grduate Studies (CGS) meetings to learn about SMD recruitment and policy updates and communicate them to students and faculty.
Attends CLASP Continuing education to maintain certification.
Acts as the main point of contact for BGG students.
Monitors BGG students' progress with respect to program requirements and milestones; ensures that all University and Program course requirements have been met before registration of master and doctoral examinations.
Facilitates program specific student orientation, course registrations, and exam and defense registrations.
Prepares appropriate forms.
Initiates yearly performance evaluations for graduate students and postdocs.
Provides guidance and interprets rules and regulations of the Program, and University to faculty and students.
Develops and maintains a database of BGG student information, covering all academic activities (i.e., courses taken, program requirement/milestones, grades, exam committees, IDP, annual evaluations, financial support, awards, publications, internships);
Assists in the updating course schedules, and BGG Graduate Program handbook.
Plans and facilitates BGG Program activities and social events: Welcome Picnic and Genetics Day.
Maintains the confidentiality of all student records.
General Office Administration
Assists with general Biomedical Genetics Department office coverage, which includes answering telephone, mail distribution, minor housekeeping and facilities issues.
Arranges meetings, special events, candidate and guest speaker visits.
Produces itineraries and plans for catering, travel and lodging.
Manages undergraduate Unpaid Academic Internship and Shadowing Program through GEPA.
Administers e-mail distribution lists and maintains a phone list of all current Department personnel.
Creates or distributes announcements for the Department, including scientific lectures and events from other departments.
Processes hiring and appointment documents for domestic and international postdoctoral associates.
Assists faculty in posting in hring undergraduate student workers.
Monitors and approves payroll for undergeraduate student workers.
Manages space survey
Completes bi-annual effort certification for program students supported by research grants.
Manages a departmental Pcard for general expenses.
Provides room access to department employees, graduates students, interns, etc.
Other duties as assigned
Other duties as assigned.