Support the functions and operations of the Graduate Biomedical Sciences Masters and Doctorate degree Programs. Assist the Program Director and have primary responsibility of applicant/student contact
ResponsibilitiesAdministrative Duties:
Direct the daily functioning of the Biomedical Sciences Program Office.
Be first line of contact for applicant enquiries and for current students.
Assist Biomedical Sciences Program Director as needed and requested. Generate and summarize student and applicant data for the Program Director. Regularly meet with the Program director and update on all issues.
Monitor the academic status of and initiate all correspondence with students, including grades, registration and completion of required training. Continually track students’ progress in the programs. Distribute, collect and summarize student course evaluations and Program forms. Maintain student records; provide and process required documents for the Office of the Registrar, Office of Financial Aid, Human Resources and departments in which students work. Answer questions about program requirements from students and applicants. Proactively implement systems to promote administrative efficiencies as agreed with the Program Director.
Solicit timely syllabi submissions from faculty Course Directors. Enter teaching scheduled into appropriate systems including coordinating room booking and AudioVisual support. Provide point-of-contact support of faculty questions relating to LMS function. Work with the Program Director, Course Directors and Faculty to coordinate course scheduling and communicate any changes to students and faculty.
Prepare and oversee requisitions for purchasing. As needed reconcile Program expenses. Establish and maintain outside vendor contacts used for catering new student welcome luncheon, Open House, BSSO meetings etc. Complete Travel related expenses, including advances, reimbursements and reconciliation.
Maintain and update the program budgets and generate monthly reports.
Manage and update the Programs’ web pages. Be involved with the development and implementation of the Graduate Biomedical Sciences web/ media presence. Work with the branding development team and Marketing / Development to maximize outreach.
Train students and faculty in the use of Turnitin software. Maintain knowledge of any changes in the software and participate in web-based training offered through Turnitin.
Create and update various computer-generated forms. Manage all incoming correspondence. Answer and direct all incoming calls. Retrieve phone messages from phone mail.
Prepare minutes for program meetings.
Review student theses and dissertations for formatting and interacts with students to make corrections, coordinate binding and delivery of theses and dissertations.
Manage and oversee the completion of the annual tuition comparison report and the Faculty Workload study/time and effort reports.
Assist with updated to student handbooks
Student Recruitment, Admissions, Enrollment and Academic support:
Oversee marketing and recruiting activities for the programs, including helping with Open House, contact Departments at undergraduate schools and provide creative input and administrative support for the program’s web pages. As needed, represent the programs at student outreach events.
Help organize the Programs’ Open House: Contact undergraduate institutions, make lists of visitors and assign them to groups for laboratory visits. Collect information on contact cards and send follow-up emails.
Oversee the process for identifying undergraduate institutions to conduct program outreach as part of the programs’ recruitment plan.
Oversee applicant progress in GradCas, puruse applicants close to completion. Inform Admissions Committee members when applications are available for review. Obtain applicant files from the Admissions Office and request missing items from applicants. Function as main email contact for applicants and respond to all inquiries pertaining to the Biomedical Sciences Programs. Set up Admissions Committee meetings in conjunction with the Program Director and Admissions Chair.
At the direction of the Program Director and Admissions Committee, help invite selected applicants for interview. Schedule itineraries for interviewees to meet with faculty and students. Assist Chair of Admissions Committee to generate and collect interviewee evaluation forms from faculty and/or students.
Monitor the completion of applications, work with Admissions Committee to prepare applications for review, and monitor completion of requirements for incoming students.
Ensure that all institutional-based administrative requirements for the Programs are met.
Computer & Software Skills:
Proficiency in Microsoft Office (Word, Excel and Outlook), Adobe Acrobat and software to support organizational paradigms.
Update, maintain and provide oversight to various software programs, GradCas, remote meeting platforms (Zoom etc.), Educational software (Articulate suite, Panopto etc.) and LMS (Canvas, Anthology). Ensure fluency in using all software programs and maintain a knowledge of any changes or upgrades to the programs.
Utilize Resource Scheduler to reserve classroom space and AV services in coordination with Course Directors and Program Directors.
Utilize Turnitin and set up courses and assignments on the Turnitin website for students to submit their written work.
QualificationsCandidate should be Organized, an effective communicator, possess high integrity and be proficient in electronic media including LMS
Bachelor's or Masters Degree in Science or Education, preferred but not required.
Candidate should possess considerable experience with program managment and dealing with students in a higher education.
Location : Location US-VA-Norfolk