What are the responsibilities and job description for the Program Coordinator I, Biomedical Graduate Program position at Wake Forest Baptist Health?
JOB SUMMARY
Key member of the Biomedical Graduate Programs office team who, in consultation with assigned program directors, is primarily responsible for the day-to-day operations of their assigned graduate programs. Works with and supports graduate faculty and students in assigned graduate programs in the areas of admissions, events management, onboarding/training compliance, communications, expense management, reimbursement, course scheduling, grading, graduation, and alumni tracking/communication. Likely responsible for ~100 graduate students spread across 3-4 graduate programs, with a mix of PhD and MS student populations. Supports other members of the Biomedical Graduate Programs team in times of high volume.
DUTIES AND RESPONSIBILITIES
For faculty and students in assigned programs:
- In collaboration with the Manager, Curriculum & Outcomes, Director and Program Directors, supports program-wide needs, inclusive of faculty and students. Prepares and distributes communications to program faculty, staff, and students as needed. Routes incoming messages appropriately. Maintains alumni list of students in assigned programs, updates as information is available. Manages assigned program budgets in collaboration with the program director, monitors expenditures in collaboration with the Financial Administrator.
- Assists program director/admission chairs in the admissions process to plan and execute program- specific recruiting events, including the scheduling and hosting of applicant visits or interviews; leverages knowledge of assigned programs to help recruit students ideally suited to their programs. Plans and implements other program functions, including reserving spaces and catering, as needed.
- Liaises between the Manager, Curriculum & Outcomes, program directors and course directors in assigned programs to confirm the course schedule for each term, ensures classroom spaces are reserved, and that recording is enabled and scheduled as technology allows; assists in collection of research grades for thesis/dissertation programs.
- Manages student form completion and academic progress workflows. Assists program directors in ensuing that digital forms continue to route for signature and that research grades are collected and reported for each term, as appropriate. Manages and updates program Canvas pages, Libguides, and orients new students to available resources. Fields questions from students about operational processes and responds appropriately.
- Assures student compliance with Employee health, MIR3, conflict of interest/commitment, and other institutional- or school-required trainings or items. For students on away rotations/placements, ensures affiliation agreements are secured and approved, liaises with Career & Experiential Education Administrator to track “away” students.
- Serves as a resource for program students with a) reimbursement and other non-academic processes, supports assigned student groups. Assists with student reimbursement as appropriate; and b) needs to be connected to other needed resources, e.g., learning environment liaison, Title IX office, Counseling & Wellness services, CPPD coaches, etc.
- As assigned, attends to other specialized tasks which may include: graduation preparation and monitoring (validates ballots and defense memoranda, ensures exit requirements are met, uploads milestone information to records system), affiliation agreements, DocuSign administration, EMS scheduling administration, etc.
- As assigned, represents the Biomedical Graduate Programs office and its programs on cross-functional or cross-departmental teams.
- Other duties as assigned.
SKILLS & QUALIFICATIONS
- Exemplary communication skills in written and oral mediums
- Ability to communicate with individuals of diverse educational and cultural backgrounds
- Ability to develop and maintain effective and collaborative relationships with other departments in the School of Medicine and Graduate School of Arts & Sciences
- Excellent computer skills and ability to learn and work with various software programs, including: Microsoft Office Suite, Canvas, CollegeNet, PeopleSoft Campus Solutions, EMS scheduling
- Strong organizational skills with attention to detail
- Excellent problem-solving skills, ability to effectively prioritize and execute tasks in a deadline driven environment
- Ability to work on multiple tasks, switch tasks seamlessly.
- Strong customer service orientation
- Strong time management skills, with demonstrated success in working-from-home and in an office environment
EDUCATION/EXPERIENCE
Bachelor's degree in related field or an equivalent combination of education and experience. Prior program management experience preferred.
