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Graduate Education Administrator

Job Description


BSD GPA - Molecular Biosciences Cluster

About the Department

The Office of Graduate and Postdoctoral Affairs (OGPA) within the Biological Sciences Division (BSD) coordinates the administrative efforts of graduate and postdoctoral training in the BSD. OGPA works to facilitate consistency among the programs and departments; identifies and develops commonalities in the areas of financial administration, policy development and implementation and in the coordination of information sharing among the programs and departments. The OGPA organizes career and skill development training and ethics seminars for BSD graduate students and postdocs, provides support to the Postdoctoral Association and oversees all BSD postdoctoral events, including the Postdoctoral Symposium, orientation sessions, etc.

Job Summary

The Graduate Education Administrator is responsible for all administrative aspects of graduate programs in the Biological Sciences Division as they pertain to graduate students. Reports to the Director for Graduate Education with oversight of the graduate program(s).


  • Monitors the day-to-day operations of assigned graduate program(s) and addresses student concerns as they develop.

  • Manages the quarterly registration process including the quarterly graduation process for the assigned graduate program(s).

  • Tracks student progress using university systems and processes.

  • Certifies program requirements are met including completing milestones such as preliminary and qualifying exam, dissertation defense, and graduation.

  • Main student contact for external fellowship applications.

  • Organizes the annual course listing and catalog updates for the assigned graduate program curriculum.

  • Maintains the website(s) for assigned graduate program(s).

  • Supports effort on new, competing renewal and annual progress reports for training grants.

  • Tracks the outcomes and career trajectory of program alumni.

  • Coordinates with the Director for Graduate Education on a communication plan for recruitment and outreach in both print and electronic formats.

  • Works with the Director for Graduate Education on student issues that require divisional intervention.

  • Reports annual funding projections and final or updated funding sources to the Director for Graduate Education.

  • Works with faculty leadership on academic policies and curriculum requirements, program admission decisions, and events.

  • Maintains records of faculty membership in assigned graduate program(s).

  • Manages special events for the graduate program(s), such as the annual admissions weekends, new student orientation, the annual retreat, periodic student talks, program seminar series, or large-scale symposia.

  • Solves problems in areas such as academic and administrative policy, student admissions, curriculum research and development, and budget development.

  • Recommends process improvements for programs that relate to critical student-life improvement, including emergency management, accommodations for students with disabilities, and/or the administration of health care services and programs for students.

  • Collaborates with academic divisions in educating students on safety issues. Interprets student disciplinary issues and prepares an annual university summary of disciplinary actions. Counsel students, parents, and staff in response to concerns.

  • Performs other related work as needed.

Minimum Qualifications


Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.



Preferred Qualifications


  • Degree in life sciences strongly preferred.

?Preferred Competencies

  • Demonstrated flexibility and ability to multi-task on frequent and constantly changing demands.

  • Ability to effectively communicate with faculty, graduate students, and various administrative offices at all levels in the University.

  • Excellent organizational skills.

  • Attention to detail.

  • Ability to meet deadlines.

  • Ability to maintain confidentiality.

  • Ability to resolve problems.

  • Ability to work independently and as part of a team.

Working Conditions

  • Office Environment.

Application Documents

  • Resume (required)

  • Cover Letter (preferred)

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Student Affairs & Services

Role Impact

Individual Contributor

FLSA Status


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


Posting Statement

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.


Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.


We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.


All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.


The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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