Program Assistant

About the role

The Tetrad Graduate Program Assistant manages and coordinates administrative services and general operations for an academic department. Duties include coordinating and tracking graduate student progression, event planning, organizing conferences, processing fees and reimbursements, maintaining communications, and assisting with special projects.

Responsibilities

• Student Progression: Coordinates and tracks graduate student progression including qualifying exams, advancement to candidacy, thesis meetings, thesis talks, rotation reporting, and HIPAA/OSHA trainings.
• Event Planning: Independently coordinates program-related events such as poster sessions, research in progress seminars, student-faculty talks, and new student orientation. Assists with coordination of student recruitment events.
• Financial: Processes fee offsets, reimbursements, purchasing and contracts, departmental recharges, and reconciles related to program events and conferences. Serves as a resource on financial discrepancies and provides guidance on personnel policies.
• Communications: Maintains student database, updates program website, prepares and maintains promotional materials, and creates new pages as necessary.
• Special Projects: Provides assistance with additional programmatic tasks as requested, including data analysis for training grants and annual reporting, backup for student stipend payments, and document review/analysis for residency reclassification.
• Program Records: Maintains student databases, gathers and analyzes data, and prepares annual reports on faculty participation in student progress and program events.

Qualifications

• Bachelor's degree in related field or equivalent experience.
• Minimum 1 year of related experience.
• Sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills.
• Organizational skills and ability to multi-task.
• Discretion and confidentiality.
• Prior experience with undergraduate or graduate-level curricular affairs.
• Events planning experience.
• Prior experience with work/task management platforms.

About the Team

The Biochemistry & Biophysics Department consists of 26 faculty members and approximately 200 students and postdoctoral fellows focusing on biological problems in biochemistry, genetics, and cell, structural, and developmental biology. Faculty are committed to graduate education and foster a collaborative environment at UCSF.