Graduate Program Administration – 35% •Provide assistance to the Director of Graduate Studies (DGS). •Establish and manage student seminar series. •Monitor and ensure faculty compliance on completion of annual graduate student performance reviews and committee meetings. •Review each graduate student’s Graduate Planning and Audit System (GPAS) to ensure qualified academic progress. •Maintain current student and alumni files. •Assist in writing and preparation of statistical data related to admissions and current graduate student progress for grants, Graduate School and Collegiate reports. •Monitor graduate faculty applications to the program and advise of program procedures. •Assist coordinator in the Genetic Counseling program as needed (registration, admission applications). •Plan annual departmental retreat which includes finding a venue, arrange for a caterer and organize the student poster session. •Assist with the first year graduate student 2 week orientation at the U of MN Biological Station in Itasca State Park. Coordinate itinerary and schedule with the Itasca administrator and faculty coordinators. Reserve transportation. Gather housing needs and assign cabin housing. Edit and process manual. Communicate with first year students and faculty regarding their stay at Itasca. •Other duties as assigned.
Graduate Student Assistance – 20% •First-point-of-contact for current graduate students. •Explain academic options and assist students in working out problems (e.g., registration, thesis credits, and degree progress). •Track student’s progress. Monitor and ensure student compliance on completion of annual graduate student performance review, coordinate and advise students on their written/oral exams, approve student committees and GPAS. •Keep a database of student activities (GPA, publications, awards, etc.) •Coordinate first year student lab rotations. Graduate Student Admissions and Recruiting – 15% •Review, process and monitor applications for admissions. •Assist in fellowship nominations. •Respond to student inquiries about applications. •Monitor and compile statistical data related to admissions. Develop and prepare spreadsheets for the admission committee. •Prepare and send acceptance/rejection letters. •Organize, arrange and attend recruiting events. Coordinate logistics of prospective student visits, including arranging meetings with faculty and current graduate students. Manage poster session and social events. Ensure compliance of alcohol use. •Advise matriculated students on University and program procedures and policies.
Undergraduate Program Administration - 10% •Provide assistance to the Director of Undergraduate Studies and teaching faculty. •Access ECAS and CCS to monitor and review course scheduling. •Monitor wait lists, class control size and administer permission numbers. •Review classroom scheduling and work with faculty to determine an appropriate classroom that fits teaching needs. •Consult with room scheduling and resolve classroom issues. •Compile and order textbooks. •Prepare and manage course evaluation process for all classes taught by department faculty. •Advise faculty of policies and procedures on adding a new course in ECAS and on online grade submission.
GCD Department Support – 10% Administrative/Office Support â—Coordinate meeting arrangements. â—Facilitate travel arrangements. â—Manage Department Seminar Series. Establish dates and locations, complete room reservations, order necessary supplies and/or food for weekly seminar series. Arrange speaker travel and schedule. Set-up room and attend seminar to manage and coordinate technology and speaker needs. â—Provide assistance to the Executive Assistant to the Head as needed. â—Other duties as assigned.
Assistant for the Developmental Biology Center – 10% â—Manage Annual Developmental Biology Center Symposium: Consult with the Director of the DBC to establish dates and location, contact speakers and arrange travel and schedule, consult with graphic artist in preparing the flyer for the event, prepare mailings to advertise the symposium. Coordinate all necessary equipment needed for the day and evening events. Oversee activities the day of the event. â—Assist the Director of the DBC with special projects. â—Access Coordinator for the lab and office spaces in Moos Tower: Work with Central Security to obtain access to the labs for new employees. â—Order supplies for the DBC printer, maintain DBC conference room calendar, DBC faculty and members email lists. â—Maintain DBC conference room calendar, DBC faculty, and member email lists. â—Other duties as assigned.
High school Diploma/GED and five years related experience to include project management.
Coursework in a related field may substitute for some years of experience. Additional skills and knowledge may be require of individual positions.
Proven proficiency with Google Suite and Microsoft office applications (Forms, Excel, Docs, Sheets, Calendar, SLides, PowerPoint, etc)
Knowledge and understanding of office operations and procedures
Strong organizational and interpersonal skills
Experience working in an academic administrative setting
Ability to maintain confidentiality
Strong oral and written communication skills
Ability to work independently
Ability to coordinate several projects simultaneously and meet deadlines.
University of Minnesota experience working with undergraduates and graduate students
Experience with ECAS, ECS and Peoplesoft
Advanced knowledge of Microsoft Excel/Google Sheets and presentation software
Familiarity with University financial software and systems
Familiarity with video conferencing software (Zoom, etc)
Internal Number: 339537
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.