University of Rochester
Academic Administrator I — University of Rochester
Location:
601 Elmwood Ave, Rochester, New York, United States of America, 14642
Position Type:
Full time, Regular, 40 hours per week, UR Day
Department:
400820 Dept of Biomedical Genetics
Join the University of Rochester, a community defined by a deep commitment to Meliora – Ever Better. Our values of equity, leadership, integrity, openness, respect, and accountability shape how we treat one another and make this a place where everyone can thrive. This role supports the Graduate Program in Biomedical Genetics and Genomics and provides general administrative support to the Department of Biomedical Genetics.
Essential Functions
Admissions (approximately 60 applications overall, accepting 4-6 annually)
Preparation of applicant communications plan in collaboration with Program Director and Graduate 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 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, including 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, IND 419, and IND 432, including scheduling class times, posting course materials on Blackboard, preparing evaluations, posting lecture slides and notes online, broadcasting information to registered students, 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
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 Graduate 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 (courses taken, program requirements/milestones, grades, exam committees, IDP, annual evaluations, financial support, awards, publications, internships)
Assists in the updating course schedules, and the BGG Graduate Program handbook
Plans and facilitates BGG Program activities and social events: Welcome Picnic and Genetics Day
Maintains confidentiality of all student records
General Office Administration Duties
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 undergraduate student workers
Monitors and approves payroll for undergraduate student workers
Manages space survey
Completes bi‑annual effort certification for program students supported by research grants
Manages a departmental P‑card for general expenses
Provides room access to department employees, graduate students, interns, etc.
Other duties as assigned
Minimum Education & Experience
Bachelor’s degree (required)
1 year of related work experience or equivalent combination of education and experience (required)
Knowledge, Skills and Abilities
Excellent organizational and interpersonal skills and attention to detail
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 skills (required)
Experience with Microsoft Excel, Outlook and Word (required)
Certification
Must be CLASP certified at the time of hire or as soon as possible after hire date (required)
We are an Equal Opportunity Employer. The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. We do not discriminate 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 characteristic protected by federal, state, or local law.
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601 Elmwood Ave, Rochester, New York, United States of America, 14642
Position Type:
Full time, Regular, 40 hours per week, UR Day
Department:
400820 Dept of Biomedical Genetics
Join the University of Rochester, a community defined by a deep commitment to Meliora – Ever Better. Our values of equity, leadership, integrity, openness, respect, and accountability shape how we treat one another and make this a place where everyone can thrive. This role supports the Graduate Program in Biomedical Genetics and Genomics and provides general administrative support to the Department of Biomedical Genetics.
Essential Functions
Admissions (approximately 60 applications overall, accepting 4-6 annually)
Preparation of applicant communications plan in collaboration with Program Director and Graduate 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 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, including 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, IND 419, and IND 432, including scheduling class times, posting course materials on Blackboard, preparing evaluations, posting lecture slides and notes online, broadcasting information to registered students, 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
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 Graduate 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 (courses taken, program requirements/milestones, grades, exam committees, IDP, annual evaluations, financial support, awards, publications, internships)
Assists in the updating course schedules, and the BGG Graduate Program handbook
Plans and facilitates BGG Program activities and social events: Welcome Picnic and Genetics Day
Maintains confidentiality of all student records
General Office Administration Duties
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 undergraduate student workers
Monitors and approves payroll for undergraduate student workers
Manages space survey
Completes bi‑annual effort certification for program students supported by research grants
Manages a departmental P‑card for general expenses
Provides room access to department employees, graduate students, interns, etc.
Other duties as assigned
Minimum Education & Experience
Bachelor’s degree (required)
1 year of related work experience or equivalent combination of education and experience (required)
Knowledge, Skills and Abilities
Excellent organizational and interpersonal skills and attention to detail
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 skills (required)
Experience with Microsoft Excel, Outlook and Word (required)
Certification
Must be CLASP certified at the time of hire or as soon as possible after hire date (required)
We are an Equal Opportunity Employer. The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. We do not discriminate 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 characteristic protected by federal, state, or local law.
#J-18808-Ljbffr