Academic Administrator I, Biochemistry and Biophysics - University of Rochester

GENERAL PURPOSE: The Academic Administrator I position supports numerous and varied teaching, academic and research activities in the Department of Biochemistry and Biophysics. Must be adaptable to changing responsibilities during the academic year; an excellent knowledge of department, school and university policy, and regulations regarding graduate study. Facilitates graduate studies registration and the undergraduate diploma ceremony. Coordinates conferences, events and schedules for faculty and students. Establishes and maintains effective working relationships with students, staff and faculty in the department and University. Work as part of the graduate education team to provide seamless service to all students, faculty and staff. **SUPERVISION** : This position reports to the Academic Administrator II, Biochemistry and Biophysics Department. **JOB DUTIES AND RESPONSIBILITIES:** **Specific Responsibilities** **Ph.D. Programs.** The Department currently has approximately 50 students in two Ph.D. programs (Biochemistry and Molecular Biology (BMB) and Biophysics, Structural and Computational Biology (BSCB)). Students are working with approximately 30 faculty members, with primary appointments in the Department of Biochemistry and Biophysics and other departments. Duties include, but are not limited to, the following: 1. **Graduate Student Data and Information** Department program registrar for 2 Ph.D. programs. Coordinates and synchronizes on-line semester registration, initiates paperwork for qualifying examinations and thesis defenses for all students. Provides information and consultation to students and faculty when on-line registration needs clarification or correction. Initiates required paperwork adhering to strict deadlines on all university, school and program policies; working closely with faculty, students and SMD graduate registrar. Reviews, appraises and approves degree conferral lists from SMD graduate studies registrar for the department PhD programs and ensuring that degree conferral information with requirements are completed. 1. 2. Annual student research review forms for all of the BMB and BSCB students 3. Distributes review forms to students and their Principal Investigator (PIs) annually. Provides detailed instructions about Department & University policy regarding the annual Committee meetings and completion of the form. 4. Throughout the academic year, independently contacts students and their PI’s to remind them of the process; address and troubleshoot issues before they arise, working closely with the Dean of Graduate Studies, the Program Director and Graduate Studies Coordinator prior to the end of the academic year to ensure all students have completed necessary milestones for that year. Provide clear and concise information summarizing the process and requirements. 5. Reviews and provides input/corrections for annual review forms for student progress towards Dissertation and notes when Committees request to meet again in 6 months vs. 1 year to ensure a review form is completed and submitted for that meeting. This is essential to the success of the student with a timely passage through the PhD program. Manages Fall recruitment process: + Compiles faculty research presentation lists. + Coordinates and prepares mailing letters and brochures to 50+ schools and programs for each of the 2 Ph.D. programs; updates mailing materials and graduate program brochures. Manages requests from external Universities for faculty presentations, coordinates travel arrangements and reimbursements for faculty recruitment visits. Using analytics, determines the most cost effective method of transportation for recruitment visits. + Maintains the recruitment budget, manages and reviews annual expenditures with Academic Administrator II and prepares, reviews and submits recruitment reimbursement approvals to the Graduate Studies Office. Develops a budget format and method that is compatible with the university system. + Maintains departmental student database: + Collates and systematizes undergraduate academic information for incoming students for department database and gathers updated information for all incoming graduate students each Fall semester. Prepares ad-hoc reports for faculty and/or graduate studies as requested on student statistics. + Annually coordinates and maintains the BMB and BSCB student personal information. Informs and instructs students of the process to update information with Graduate Education, ISO and their Glacier records as appropriate. + Coordinates and synchronizes student academic information for: + Thesis Committee selection takes place in the 2nd year of study + Qualifying Exam information in the 3rd year of study + Academic awards have been granted throughout their Ph.D. studies + Thesis Defense process + After successful thesis defense and a post-doctoral position has been secured + Coordinates, updates and maintains alumni database with accurate post defense positions, which aids in the presentation used during the Admissions process to demonstrate the success of our students after their Ph.D. career. + Updates training grant tables and provides information as requested by other faculty and University staff. This information essential for T32, showing program effectiveness. + Determines program effectiveness by compiling program analytics,pointing out patterns, anticipating and adapting program as a result. Seeks and utilizes opportunities to improve the process. **Admissions Activities** + Assist Academic Administrator II with process applications and adding data to Excel spreadsheets for use by Admissions Committees for review. + Coordinate International Zoom interviews with Admissions Committee members and candidates. + Help the Academic Administrator II with tracking flight itineraries, hotel reservations, and ground transportation for visiting applicants for two visitation weekends and the off ‘schedule’ visits by students. + Proactively working with student leaders, faculty and staff to coordinate current students to host applicants during the two Admissions events suggesting improvements and solutions for all events. + With imagination and creativity, implements Saturday recreational activities, working with outside vendors to arrange events, negotiates contracts, takes responsibility to work within a fixed budget and processes the deposit/final payment. + Maintains data and prepare analytics on student admissions and retention working closely with Academic Administrator II to improve efforts based on best practices. 1. **Events and Activities** 2. Coordinates student tours, designs and implements tours for the University of Rochester, student housing and the City of Rochester. Provides advice and experiences to help develop student fulfillment with the University contributing to their overall graduate student satisfaction. 3. Advises student through meetings and one-on-one conferences to set up direct deposit in HRMS as well as obtains documents needed for I-9 employee verification process. 4. Promotes services and communication to current students through current technology such as social media. 1. Coordinates HIPAA and Lab Safety compliance training for all students, which are essential requirements prior to starting lab rotations. 2. **Student Services and Undergraduate Studies** The department currently has 30 undergraduate students in the Program in Biology and Medicine. 1. 2. Organizes and coordinates meetings with all senior students throughout the year to ensure they are on track for dissertation and have completed all necessary requirements. Manages deadlines and tracks students’ academic achievements leading to their thesis defense. Advises faculty early in the year if a problem is observed and re-prioritizes as necessary. 3. Arranges, manages and implements Commencement program for Undergraduate diploma ceremony: 4. Coordinates data and records with Undergraduate Faculty Organizer to ensure that all of the graduating seniors have met their program requirements. 5. Organizes and prepares student biographical sketches. 6. Plans, organizes and directs rehearsal and diploma ceremony, creates program, including the roles of faculty and students in the formal program. 7. Coordinates faculty participation including ordering caps and gowns. 8. Coordinates with Conference and Events Office to schedule ceremony and reception arrangements for up to 200 people including, media assistance, and services such as interpreters. 9. Designs, organizes and plans reception for 175-200 guests, including families and friends of Bachelor’s degree students. 10. **General Department Operations** 11. Supervises, demonstrates and trains student employees and coordinates work assignments for very busy work environment. Strives to raise student employees’ professionalism by teaching proper office procedures and introducing policies and best practices pertaining to the University. 12. Schedules, attends and produces minutes for meetings as required. 13. Accommodates requests for various mailings, drafts correspondence to students, including analyzing office procedures and systems in order to devise and implement modification for ongoing improvement for correspondence. 14. Maintains a sustainable organized and professional office environment. 15. Maintains and upholds strict confidentiality regarding college information and student files. 16. Researches and explores new program ideas and information for other assigned projects. 1. **Other duties as assigned.** 2. Additional duties as requested by department faculty and staff, GEPA, Med School Administration **QUALIFICATIONS:** + Bachelor’s degree in education or related field and 1 year of relevant experience required. + Or equivalent combination of education and experience required. + Advising experience and program management in higher education preferred. + Experience with student information systems preferred. + Strong communication and presentation skills preferred. + Strong interpersonal skills working with students, staff, and faculty preferred. + Proficiency with Word, Excel and PowerPoint; Blackboard experience a plus. + Ability to quickly learn new systems and programs preferred. + Accuracy and attention to detail as well as the ability to maintain confidentiality required. Note: This document describes typical job duties and responsibilities, and is not intended to limit management from assigning other work as required. 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: $20.92 - $29.29 Hourly _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._ Apply for Job + Careers + Sign In + New User **Location:** School of Medicine & Dentistry **Full/Part Time:** Full-Time **Opening:** **Schedule:**