PROGRAM COORDINATOR

Fully in-person role located on the Maywood-Health Sciences Campus within the Department of Physiology.

About the Role

This combined position supports the administrative needs of the Chair and Directors, coordinates departmental administrative processes and projects, and provides support for faculty and students in the graduate programs within CaMP. The role manages several complex, ongoing processes unique to the department, including the following graduate programs:

• Masters in Medical Physiology (MSMP – max enrollment 30)
• Masters in Clinical and Applied Proteomics (MS-CAPS – max enrollment 25)
• Masters in Cell and Molecular Physiology (MS-CaMP – no max enrollment)
• PhD track in Physiology (no max enrollment)

Responsibilities

Chair Support

• Maintains chair’s calendar, including scheduling meetings, arranging appointments, and coordinating travel arrangements
• Brings pertinent dates to chair’s attention; prepares and/or provides necessary documents for meetings
• Records, transcribes, and distributes meeting minutes for Physiology faculty meetings; prepares and distributes faculty meeting agendas
• Assists chair with all aspects of faculty recruitment, requiring a high degree of professionalism for constant contact with external contacts
• Assists with faculty employment processes by monitoring and maintaining credential files, preparing master files for search committees, preparing correspondence to applicants, and creating/maintaining applicant spreadsheets
• Prepares and proofreads correspondence, reports, and other documents
• Serves as the communication hub of the department, disseminating information from the chair and/or directors via mail, email, telephone, web, and departmental boards
• Provides complex information on department-specific processes to faculty, staff, students, and external visitors

Department Seminar Series

• Organizes all aspects of invited speakers for the CaMP seminar series with minimal assistance from the Committee Chair, including contact with external speakers and administrative staff to coordinate travel, agendas, room reservations, and reimbursements
• Submits reports to ensure the departmental seminar series maintains CME credit status; submits required documentation to the CME office for each speaker
• Ensures CME sign-in sheet is available at all seminars; enters names of attendees for CME credit
• Maintains a spreadsheet of seminar expenses
• Creates, distributes, and posts seminar flyers
• Orders food for student/speaker lunches
• Escorts speakers when on-site and arranges transportation
• Submits check requisitions for speakers' honoraria and completes expense reimbursements as needed

Departmental Support

• Organizes and maintains accurate paper and electronic filing systems for the department chair, director, program directors, and department
• Acts as mentor and trainer to junior-level support staff, students, and volunteers
• Orders and maintains supplies
• Submits facility requests as required
• Serves as the principal contact and source of information for students, staff, faculty, and external visitors
• Handles special projects and events, such as organizing student career day and departmental events
• Coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, making travel arrangements and reservations, and overseeing the event
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds
• Places purchasing orders in Lawson
• Acts as receptionist to internal and external visitors by answering the departmental general phone and greeting guests

Graduate Program Support

• Serves as the primary contact for all current and prospective students
• Uploads all course materials in Sakai and works with faculty to revise course materials, including PowerPoints, handouts, Panopto videos, and exam questions
• Facilitates enrollment and student course registrations each semester
• Organizes orientation programs, coordinating presentations from parking, library, biosafety, student wellness, ministry, and medical school organizations
• Works with medical students in the peer mentoring program and helps organize events for MSMP students with medical school mentors
• Proctors all exams for the MSMP program and maintains grade records
• Creates and maintains all MSMP course schedules, coordinates teaching faculty, reserves room scheduling, and assists students with scheduling issues
• Maintains and updates program and department websites
• Works with the international office for international student visa issues
• Attends graduate program recruitment fairs and creates promotional materials
• Works with educational technology to maintain and launch online course modules for MS-CAPS
• Researches local hotels about student housing options for in-person laboratory rotations
• Processes all applications in Slate and works with the admissions committee for all MS programs
• Answers email and phone inquiries from prospective students
• Maintains historical data and tracks students following graduation to ensure outcomes statistics are accurate
• Works with PhD students to schedule committee meetings and reserve rooms
• Organizes all social events and graduation celebrations
• Assists the faculty Graduate Program Directors in other areas as requested

Requirements

• Bachelor’s degree in a related field and at least two to three years of related experience required
• Bachelor’s degree strongly preferred
• Excellent verbal and written communication skills
• High-level organizational skills
• Ability to multi-task and meet deadlines
• Ability to work well independently and as part of a team
• Self-motivated

Skills

• Proficiency in Microsoft Word and Excel
• Aptitude to learn specific computer applications as necessary, such as Slate
• Experience reviewing and updating departmental websites (weekly)
• Participation in social media committee meetings and follow-up activities
• Ability to obtain computer and related quotes for the department
• Experience recording faculty lectures; assisting with editing, storage, and organization of recordings

Pay

Hourly rate between $23.09 and $31.12.