Job Description

Description:



The Division of Biology seeks an Interdepartmental Programs Assistant to assist faculty and steering committees in developing processes and overseeing interdepartmental Biology Division programs such as the Global Health concentration and the anticipated Professional Masters program in Biology. This position will help with the administration necessary for curriculum and course catalog changes, develops, and shepherds the materials to propose a new master’s program. This position will monitor program-related emails and phone calls, communicate with students, liaise between advising and faculty, ensure enrollment and exception requests are handled, liaise with the communications specialist to ensure accurate and timely website, brochure, and other communications information is disseminated, and liaise with the events coordinator to make sure that up-to-date lists of students, faculty, and staff involved in each program are being represented and informed. In addition to assisting faculty directors of the programs with scheduling, this position communicates with units within and beyond Biology, to help identify important deadlines and opportunities to ensure enrollment capacity is available for students within the program to progress towards degree.





Responsibilities:



Interdepartmental Program Coordination

· Serves as the first point of contact for current and prospective students in programs jointly administered by the Biology Division. Facilitates assignment of mentors for undergraduates in the Global Health concentration.

· Works closely with the Directors of those programs as well as with the three Biology Heads. Supports the director and faculty designates in THEC, SACS and other compliance reports. Serves as an administrative assistant to inter-departmental program directors/leadership and instructional faculty engaged in undergraduate research

· Implements an annual program cadence that spans recruitment, nomination, admission, training progress, and post-graduation of students within the programs. Coordinates recurring meetings for program committees, college advisors, and faculty mentors.

· Greets customers; provides front desk, customer, and operational services for Biology Education; responds to in-person, email, and phone inquiries from the public.

· Sends announcements; handles logistics for meetings; serves as an information resource to faculty and students; proofs documents and website for accuracy; maintains confidential files.

· Coordinates with event planning staff to plan, advertise, and hold student events, including welcome and graduation events for students and their families, and professional development activities.

· Directs student worker(s) when necessary; and other duties as assigned.



Undergraduate Research Coordination

· Coordinates undergraduate research opportunities, both within individual faculty laboratories and as part of curriculum-based undergraduate research opportunities.

· Solicits information about available opportunities and advertises them among undergraduates in all concentrations (BCMB, EEB, Microbiology).

· Answers student questions about steps to engage in research, including applying for conference travel awards and developing abstracts.



Program Communication and Dissemination

· Maintains outward-facing pathways to disseminate information about inter-departmental programs and undergraduate research students, faculty, and other interested parties.

· Liaises with departments and advising to update course offerings for the concentration.

· Corresponds with students regarding interdepartmental programs; directs students to the appropriate offices for matters related to student advising.

· Assists with applications for Biology summer REU programs, as well as student award applications; corresponds with applicants regarding the processes and application status for graduate certificates; connects graduate certificate candidates with appropriate faculty for mentoring.

· Tracks student data; maintains lists of majors/graduate certificates and corresponds as needed.



Qualifications:



Required

· Associate’s Degree

· Three years of experience in an office environment



Preferred

· Bachelor’s Degree

· One year of experience in an office environment

· Experience working in an academic department

· Educational background that includes biology coursework



Knowledge, Skills, and Abilities (KSAs):



Required

· Excellent attention to detail and excellent organizational skills.

· Strong oral and written communication skills; ability to diligently follow up with many individuals and offices to collect required information.

· Ability to prioritize and manage multiple tasks in order to meet internal and external deadlines.

· Ability to build and maintain respectful work relationships across a diverse workforce at all levels.

· Ability to work both independently and also as a contributing member of a team.

· Excellent computer skills including email, calendars, word processing, shared file management, and careful data management using spreadsheets. Proficiency in Microsoft Outlook, Word, and Excel, and the ability to quickly learn new software programs, including website editing programs.

· Problem solving skills and the ability to use sound judgment to arrive at practical solutions. Ability to understand and apply policies and procedures.

· Ability to maintain confidentiality.

· Ability to learn new skills as needed



Preferred

· Experience working with students and faculty in an academic environment.

· Experience managing social media communications.

· Experience with event coordination.

· Experience with a large platform ERP, website maintenance, Banner, Nolij, Argos Reporting, and calendaring and room reservation systems.