Position Summary :

The Graduate Division of Biomedical Sciences at Albert Einstein College of Medicine is a research intensive educational program which includes the PhD program, the combined degree MD-PhD program, the NIH funded Postbaccalaureate Research Education Program, summer undergraduate and high school research programs. This position entails high-level administration on matters of policy, compliance, curriculum, registration, and academic records. The academic operations are an integral part of the day-to-day functions of the graduate school.

List of Responsibilities :

Responsible Conduct of Research – NIH mandated courses and workshops

• Collaborate with the associate dean for graduate programs and course leader to coordinate and facilitate the NIH mandated training in the responsible conduct of research—i.e. the fifth-year RCR-Advanced course (fall) and the first-year RCR course (winter/spring)
• Prepare written description of both courses for submission to the NIH
• Solicit and organize faculty facilitators for multiple small group discussion sessions
• Update course policy and syllabus for each RCR course
• Liaise with the Office of Postdoctoral Studies regarding participation of postdoctoral fellows in the course

Qualifying Exam for Admission to Candidacy for the Doctoral Degree

• Manage all elements of the annual Qualifying Exam process (the process by which PhD and MD-PhD students obtain the MS in Biomedical Sciences degree en route to the PhD degree),
• Schedule, organize and prepare materials for various faculty committee meetings
• Update Qual Exam guidelines as stipulated by the Qualifying Exam Steering Committee
• Prepare the Qualifying Exam Timeline specifying important dates throughout the Qualifying Exam process
• Collaborate with associate dean and other faculty to coordinate the mandatory Qualifying Exam proposal-writing course
• Update the syllabus and course details for the proposal-writing course
• Create and maintain detailed records of the Qualifying Exam: a master lists of student-to-faculty exam committee assignments, an exam schedule, a list of written-proposal titles, a forms/document submission track list, including proposal and evaluation submissions, and track submission of final grades
• Perform all data entry/management as necessary in One45 (evaluation system) and Banner (student information system)

Laboratory Rotations and Laboratory Declarations

• Oversee and perform all functions related to the laboratory rotation and laboratory declaration process for students in the PhD and MD-PhD program
• Create and maintain Excel reports to track rotations dates, rotation mentors, rotation departments, and rotation evaluations/grades for all rotating PhD and MD-PhD students
• Assign rotations in One45, and distribute evaluations to rotation mentors
• Oversee and perform all functions of the laboratory declaration process—process by which PhD and MD-PhD students declare their thesis labs and concentrations

Thesis Research, Thesis Defense and Completion of the Doctoral Degree

• Assess requirements for student’s doctoral thesis defense; ensure that requirements for the doctoral defense are met
• Monitor and follow-up with faculty as needed for submission of the Thesis Research evaluations and grades
• Maintain various Thesis Defense-related reports

Graduate Curriculum and Registration

• Work with the Graduate Curriculum Committee to implement courses into the graduate curriculum
• Work with course leaders to submit proposals for new courses
• Oversee and facilitate the registration process for all Graduate Division programs, including course add/drops and withdrawals; registration of non-matric registration; lab research registration
• Coordinate with the associate dean, graduate registrar, and course leaders in preparing the graduate course schedules; provide assistance to course leaders; update and maintain course information in the student information system
• Prepare course evaluation reports for review by the Graduate Curriculum Committee

Academic Affairs and Graduate Student Progress to the Doctoral Degree

• Organize, schedule and prepare and review materials for the quarterly Academic Affairs Committee meetings
• Track submission of Exit Strategies and prepare them for review by the AAC
• Communicate to students re all requirements for the Exit Strategy
• Document and maintain record of student academic probation, or disciplinary actions
• Draft letters for review by the AAC; distribute approved letters to students and mentors
• Work with associate dean, MSTP director and PREP director on student-related academic matters

Teaching Assistants (Team-Based Learning) and Course Coaches

• Solicit and coordinate course coaches/teaching assistants/proctors for graduate courses

Faculty Committees

• Serve as administrative coordinator for Graduate Division faculty committees (Graduate Executive Committee, Graduate Curriculum Committee) involved in governance of the graduate program
• Prepare materials, reports, presentations for meetings
• Take meeting minutes

Training Grants

• Collaborate with faculty and administrators to prepare data tables for training grant application submissions
• Compile, evaluate and assess various reports
• Prepare student information packets for training grant directors

 Miscellaneous

• Enter/maintain data in the student information system and other programmatic systems
• Participate in the implementation process of new systems
• Attend professional meetings (local and national)
• Participate in preparations for the annual graduation commencement
• Collaborate with faculty, students, administrators, and deans on program and school related matters
• Perform other duties as assigned to support the functions of the Graduate Division

Qualifications

Experience and Educational Back ground :

• Bachelor's degree required, along with at least three years of experience in an administrative position in higher education, with familiarity academic record keeping
• Proficiency and experience working with an integrated student information system (such as Banner)
• Knowledge of FERPA is extremely desirable

Skills and Competencies :

• Extensive computer skills: proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat
• Excellent interpersonal skills, strong organizational skills, experience providing good customer service, proficient written and oral communications skills, analytical and problem solving skills, high degree of accuracy, ability to manage multiple tasks
• Must demonstrate good judgement, initiative, attention to detail and ability to work independently as well as in a team
• Must be able to effectively track time and resources to prioritize own work assignments
• Must be willing to learn new systems, reporting tools, and simple to moderate programming techniques
• Must be able to maintain high level of discretion and confidentiality, effectively prioritize work and adjust to changing workloads and deadlines