Educational Programs Coordinator

University of Washington Medical Center•Seattle, WA

1d•$47,256 - $63,156•Onsite

About The Position

The Department of Biochemistry has an outstanding full-time opportunity for an Educational Programs Coordinator. Under the direction of the Director of Graduate Programs, the individual will oversee many important aspects of two Ph.D. programs and the Biochemistry undergraduate courses. The Educational Programs Coordinator will be responsible for providing high-level support for the departmental educational programs, to include working with course instructors and managing course logistics, managing Ph.D. student recruitment events, annual retreats, and ensuring that department meets compliance requirements. This position will work closely with the Graduate Programs Director in handling sensitive student-related matters and confidential academic records which will require high level of discretion, maturity and responsibility, including knowledge of and compliance with the relevant policies such as FERPA, HIPPA, and UW student-related policies and protections. In addition to our extensive research program, the department supports two Ph.D. programs: the Biochemistry Ph.D. program and the interdisciplinary program Biological Physics, Structure and Design (BPSD) Ph.D. program. There are approximately 70 students in these programs and an additional ~30 Ph.D. students from other programs who are completing their thesis work in our department. The department also hosts a series of undergraduate courses throughout the year. We have a vibrant student community in our department, and we are looking for an enthusiastic colleague to join our team. The ideal candidate would be highly organized, able to work on projects/tasks independently and be invested in our educational mission. This position will require certain schedule flexibility around important program events when occasional after-hours or weekend work will be required (i.e. graduate recruitment events, program retreats, etc.). This position will work closely with the Graduate Programs Director in handling sensitive student-related matters and confidential academic records which will require high level of discretion, maturity and responsibility, including knowledge of and compliance with the relevant policies such as FERPA, HIPPA, and other UW student-related policies and protections. The Department of Biochemistry is part of the University of Washington School of Medicine and is comprised of 23 labs addressing leading edge questions in biology and medicine using a broad range of approaches including biochemistry and biophysics, cell and molecular biology, developmental biology, spatial omics, and protein structure and design. Biochemistry is a collaborative department supported by diverse academic disciplines, with extensive collaborations within UW and worldwide. In addition to our extensive research program, the department supports two Ph.D. programs: the Biochemistry Ph.D. program and the interdisciplinary program Biological Physics, Structure and Design (BPSD) Ph.D. program. There are approximately 70 students in these programs and an additional ~30 Ph.D. students from other programs who are completing their thesis work in our department. The department also hosts a series of undergraduate courses throughout the year. Our Graduate Programs and extensive undergraduate teaching are important parts of our overall operations and mission and as such, have direct impact on University's primary objectives of education and research. This position will be a welcome addition to our successful Educational Program team to continue to support and advance our departmental and University primary educational objectives.

Requirements

High School graduation or equivalent and two years of experience in educational/academic program management
Experience with using spreadsheets, Outlook, Office 365, Google Drive.
Demonstrated ability to solve problems independently and creatively
Demonstrated ability to work with diverse groups and provide excellent customer service
Demonstrated ability to meet deadlines and adapt to changing requirements
Ability to contribute to the functioning of the overall administrative team
Excellent written and verbal communication skills
Good judgment and discretion in dealing with student matters paramount
Responsible, dependable and mature.

Nice To Haves

Bachelor's Degree in Public Administration, Education or related field and 2-3 years of experience in related field.
Experience working with students desirable but not required.
Familiarity with academic programs
Demonstrated ability to effectively manage a variety of administrative/ programmatic tasks to support a program.

Responsibilities

Under the direction of the Director of Graduate Programs, provide key professional level support to two Ph.D. programs (Biochemistry and Biological Physics, Structure and Design). Perform high-level program administration to manage specific processes that require taking initiative, communicating effectively with students and faculty, and seeing tasks through to completion.
Responsible for being well-versed in UW and national student-related policies and regulations, including ASE policies, and communicating with students and faculty to complete a variety of important compliance items such as employment job descriptions, Individual Development Plans, and educational deadlines to ensure that the programs conform to institutional and department policies and regulations.
Responsible for assisting course instructors for the following graduate classes: BPSD Literature Review course series, BPSD 520, BIOC 530, and BIOC 533 Ethics 101 classes. Duties include managing presentation schedules, scheduling rooms, tracking student grades, sending out course announcements and implementing course evaluations.
Serve as a key leader in managing events for the Ph.D. interview recruitment visits that occur in winter quarter and the Biochemistry and BPSD annual retreats.
Manage the weekly Monday Ph.D. Student Seminar which includes organizing all logistics and overseeing the Front Desk Student Office Assistants for meal delivery and room set-up.
Maintain BPSD and Biochemistry website to include making regular updates.
Manage Ph.D. program email boxes and list serves. Respond to email inquiries about graduate programs, provide important program information to prospective students and public at large.
Manage the graduate student annual teaching assignment process for the Biochemistry undergraduate courses to include posting job positions for certain teaching roles, managing applications and interviews and working with the faculty lead for final assignments.
In charge of fiscal tracking for Ph.D. recruitment events and program needs; manage program budgets and provide regular fiscal reports to departmental administration.
Support the MBTG training grant program, including organizing yearly student interviews in summer quarter.
Support the Undergraduate Program Manager with implementing the undergraduate Biochemistry classes throughout the year. To include managing exam logistics, providing materials to the Disability Resources for Students Office, assisting instructors with exam printing, exam proctoring, scheduling rooms for courses. Additionally, managing the Student Office Assistants to organize logistics set up for graduate student grading days.
Serve as a back up to the Graduate Programs Director and Undergraduate Program Manager.
Assist the Departmental Director with organizing events and meetings, schedule interviews.
Responsible for office supply ordering for the Biochemistry office.
Responsible for submitting expense reports and expense reimbursements for various events.
Other job duties as needed.