Student Program Coordinator

Position Details

Job Title: Program Coordinator

Position Number: 8150753

Work Modality: Fully In-Person

Job Category: University Staff

Job Type: Full-Time

FLSA Status: Non-Exempt

Campus: Maywood-Health Sciences Campus

Department Name: PHYSIOLOGY

Location Code: PHYSIOLOGY (06240A)

Is this split and/or fully grant funded? No

This is a combined position that supports the administrative needs of the Chair and Directors with the department's administrative activities, and coordinates various administrative processes and projects, inclusive of support for the faculty and students in the graduate programs within CaMP. This position has responsibility for several established and ongoing complex and/or difficult processes unique to the department, in addition to general administrative support for the department.

This includes the 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), and the PhD track in Physiology (no max).

• Maintains chair's calendar to include scheduling meetings, arranging appointments, and coordinating travel arrangements
• Brings pertinent dates to chair's attention, prepares and/or provides necessary documents for use in meetings
• Records, transcribes and distributes meeting minutes for the Physiology faculty meetings; prepares and distributes faculty meeting agenda
• Assists chair with all aspects of faculty recruitment. High degree of professionalism required for constant contact with external contacts
• Assists with faculty employment processes to varying degrees by monitoring and maintaining credential files of applicants, preparing master files for search committees, preparing correspondence to applicants, creating and maintaining applicant spreadsheet
• Prepares and proofreads correspondence, reports and other documents
• Serves as communication hub of the department by communicating information from the chair and/or directors to others, making information available to others by mail, email, telephone, web, departmental boards, and providing complex information on processes specific to the department 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 Committee Chair. Includes contact with external speakers and administrative staff to coordinate travel, agendas, room reservations, reimbursements, etc.
• Submits reports to ensure departmental seminar series maintains CME credit status; submits required documentation to CME office for each speaker
• Ensure CME sign in sheet is available at all seminars; enters names of attendees for CME credit
• Maintains spreadsheet of seminar expenses
• Create, distribute and post seminar flyers
• Order food for student/speaker lunches
• Escorts speaker when on site and arranges transport
• Submits check requisitions for speakers honorarium and completes expense reimbursements as needed

• Organizes and maintains an accurate paper and electronic filing system for departmental chair, director, program directors and department
• Act as mentor and trainer to junior level support staff, students and volunteers
• Orders and maintains supplies
• Submits facility requests as required
• Serves as principal contact and source of information for students, staff, faculty and external visitors
• Handle special projects and events (organize student career day, departmental events). Organizes, 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 as it occurs
• 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 departmental general phone and greeting guests

• Be the primary contact for all current and prospective students.
• Upload all course materials in Sakai and work with faculty to revise course materials including Power Points, handouts, Panopto videos, and exam questions.
• Facilitate enrollment and student course registrations each semester.
• Organize orientation program: coordinate presentations from parking, library, biosafety, student wellness, ministry, medical school organizations, etc.
• Work with medical students in the peer mentoring program and help organize events for MSMP students with the medical school mentors.
• Proctor all exams for the MSMP program and maintain grade records.
• Create and maintain all MSMP course schedules, coordinate teaching faculty, reserve room scheduling, and assist students with scheduling issues.
• Maintain and update program and department websites
• Work with international office for international…