Academic Administrator II - University of Rochester
Rochester, NY
About the Job
GENERAL PURPOSE:
The Department of Biochemistry and Biophysics has two Ph.D. graduate student Programs with ~60 graduate students:
1. Biochemistry and Molecular Biology (BMB)
2. Biophysics, Structural and computational Biology (BSCB)
This position has two full-time staff reports: An Administrative Coordinator III and an Academic Administrator I.
With minimal direction, in a confidential manner, and with considerable latitude for independent judgement, the Academic Administrator II will perform a wide range of responsibilities pertaining to managing the overall day- to-day activities and operations of both graduate programs and the graduate students. This position works closely with two faculty Program Directors, faculty members across the university, and the Office for Graduate Education and Postdoctoral Affairs (GEPA) to ensure both programs operate and function in compliance with University policies and regulations. The Academic Administrator II functions as liaison between graduate students, departments, program faculty, administration and GEPA.
The Academic Administrator II oversees coordination of the Undergraduate Biochemistry (BS) program, working with the two faculty who directly supervise and advise the undergraduate students. This position will also oversee the Administrative Coordinator III who supports the ~10 courses offered by our department for these programs, including _Foundations in Modern Biology_ , taken by all first-year graduate students at URMC.
The Academic Administrator II position oversees planning and execution of the undergraduate Biochemistry BS graduation Ceremony, the departmental annual awards celebration, annual departmental picnic, and annual
off-site departmental retreat.
The Academic Administrator II oversees the budgets associated with the two graduate programs.
**SUPERVISION** : This position reports to the Manager, Business Administration, Biochemistry and Biophysics Department.
**JOB DUTIES AND RESPONSIBILITIES:**
**Program Coordinator**
+ Attends all meetings of graduate program coordinators in the School of Medicine and Dentistry and prepares briefs of meeting content for program directors.
+ Communicates frequently with program directors and advises program directors of deadlines and program needs.
+ Monitors status of students (time to graduation, academic probation, leave) by communicating with program directors, student advisors, and the Dean’s office.
+ Is aware of all School and University regulations for graduate study, and stays abreast of changes by attending meetings of program coordinators and with communication with the School and University Graduate Studies Deans’ Offices.
+ Assists the Program Directors with preparing and maintaining the student handbooks.
**Admissions / Recruiting**
+ Initiates and processes student applications (~200 total), plans and leads all meetings of the internal Department Admissions Committees.
+ Keeps up-to-date spreadsheets of all applicants, credentials, receives and coordinates faculty interview reports, admission committee discussion and facilitates admission decisions.
+ Negotiates contracts with venues and suppliers for admissions activities, ensuring that the best interests of Department and University will be protected.
+ Organizes on-site visits for applicants selected for interviews, in association with the two Deans Days, including a departmental overview, with presentations by Faculty Program Directors.
+ Creates complicated, rotating interview schedules with ~30 visiting applicants and 30+ faculty for the two Ph.D. programs for two Admissions weekends.
+ Organizes a combined dinner for both Ph.D. programs with all applicants and ~35 faculty at a off-site venue.
+ Recruits student volunteers and organizes schedules to assist during applicant activities.
+ Represents the department at the Dean's Breakfast, serving as an authority who answers questions about logistical requirements of the Department’s PhD programs.
+ Serves as the primary point of administrative contact with every applicant (and potential applicant) to the Ph.D. programs before and after interviews. Schedules one-off visits of single applicants if they are unable to visit during Dean’s Days.
+ Manages program social media accounts, including Instagram and Facebook. In partnership with faculty program directors, appoints student volunteers to generate social media content. Oversees the Instagram posts made by students.
+ Serves as the primary liaison between the internal Department Admissions Committees and GEPA throughout the admissions process and coordinates follow-up communications with applicants.
**Biochemistry Undergraduate Program**
+ Interface between students and the registrar to assist students in completion of major requirements. These tasks include communication about acceptable means to complete requirements or filing major/minor revision forms or expediting the implementation of exceptions granted through petitions.
+ Coordinates with faculty Program Director who advises students regarding graduation requirements.
+ Coordinates all activities regarding Biochemistry undergraduate graduation including but not limited to faculty participation; ordering regalia, supplies and catering, liaison with Conference and Events Office for graduation activities, prepares PowerPoint presentation with student biographical sketches for graduation ceremony.
**1** **ST** **Year Students**
+ Provides verbal and written communication with incoming students regarding on-campus housing application deadlines, University accounts, creating eRA Commons and ORCID ID's, enrolling in health insurance, completing lab safety, HIPAA training and an Intellectual Property Agreement for ORPA.
+ Acts as liaison with ISO and international students to assure proper paperwork is completed.
+ Coordinates summer rotation opportunities with graduate students and participating faculty.
+ Meets with incoming students to complete paperwork, provide overview of 1st year Ph.D. programs, and complete other UR onboarding.
+ Arranges immigration check-in with ISO office for international students.
+ Prepares orientation PowerPoint presentation for the two Ph.D. programs highlighting required coursework, NIH T32 training grant, lab rotations and alumni accomplishments.
**Events Management**
+ Orchestrates all of the details and coordinates the workload for a variety of concurrent Graduate Program events, with considerable decision-making responsibilities for budgets and schedules.
+ Coordinating remote events over Zoom and other platforms as needed.
**Award Ceremony**
+ Manages logistics for Department Awards Ceremony from planning stages through directing the event.
+ Directs the efforts of Academic Administrator I with regards to event attendance, award nomination documentation, event program design and production.
+ For in-person events: Negotiates contract for venue and supplier for catering, chooses menu selections and determines quantities.
+ For virtual events: Manages Zoom webcast.
**Staff Management**
+ Trains and supervises Administrative Coordinator III and Academic Administrator I.
+ Weekly meetings to review status of current activities.
+ Prepares performance evaluations.
+ Serves as backup to Academic Administrator I and Administrative Coordinator III.
**Budget Management**
+ Manages ~$15k budget for Graduate Student events.
+ P-card holder. Manages all relevant forms to document expenses.
+ Prepares 506 and 800 forms for BMB and BMCB Programs.
**Records**
+ Reviews all degree conferral lists from SMD graduate studies registrar with Academic Administrator I.
+ Maintains department databases for current and past students.
Other duties as assigned.
**QUALIFICATIONS:**
Bachelor's degree and 3 years of relevant experience required; Or equivalent combination of education and experience
The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.
**How To Apply**
All applicants must apply online.
_EOE Minorities/Females/Protected Veterans/Disabled_
**Pay Range**
Pay Range: $50,752 - $71,053 Annually
_The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations._
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**Location:** School of Medicine & Dentistry
**Full/Part Time:** Full-Time
**Schedule:**
Source : University of Rochester