What are the responsibilities and job description for the Program Assistant position at UCSF Health?
Job Description
Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.
In consultation with Graduate Program Manager, the Tetrad Graduate Program Assistant uses professional concepts to coordinate, track and report student progress and assist with event coordination and logistics.
The Tetrad Graduate Program Assistant applies professional Student Services concepts, provides varied student services to students, faculty, and department / school / college management. Works on moderately complex issues. Receives assistance on more complex issues.
The Tetrad Graduate Program Assistant involves a range of student services duties and responsibilities for an academic department. Provides assistance to the program manager, faculty directors, faculty, and students in recruitment, admissions, student orientation and events, and related programs.
Responsibilities
%
of time
Essential Function (Yes/No)
Key Responsibilities
(To be completed by Supervisor)
30
yes Student Progression: Coordinates and track graduate student progression for Tetrad Graduate Program including qualifying exams, advancement to candidacy, thesis meetings, Thesis talks, rotation reporting and HIPAA/OSHA trainings. Under direction of Program Directors and Program Manager, participates in the development and revision of standard procedures and guidelines for tracking student progression.
25
yes Event Planning: Independently coordinate program-related events including poster sessions, research in progress seminar series , student-faculty talks, new student orientation, Tuesday Biochem seminar lunches. Assist with coordination of student recruitment events. Independently organize logistics including establishing and maintaining relationships with vendors and venues, space rental, room reservations, catering, facilities requests, remaining under budget with costs. Evaluate current and proposed related services.
10
yes Conferences: Organize faculty planning committee and assist with the coordination of annual program conference including registration, housing, catering, scheduling speakers and transportation, and billing out conference attendees.
10
yes
Financial: Process fee offsets (PeopleSoft), reimbursements (MyExpense), purchasing and contracts (Bear Buy), departmental recharges and reconciliation related to program events and conferences.
Functions as a resource on issues such as researching complex financial discrepancies and p rovide guidance on personnel policies, s erve as the point of contact for policy and problem resolution.
10
yes
Communications: Maintain student database. Maintain program website including updates to news and events, student publications, awards and honors, creating new pages as necessary. Prepare, maintain, e-mail and/or post promotional materials, including print or electronic brochures and posters.
10
yes Special Projects: Provide assistance with additional programmatic tasks as requested. These may include such diverse tasks as collating data for training grants and annual reporting, backup for student stipend payments, reviewing/analyzing student documents for CA Residency reclassification.
5
yes Program Records: Maintain student databases; Gather and analyze data; prepare annual reports on faculty participation in student progress and program events
0
0
0
0
0
0
0
0
100%
(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)
Qualifications
Required Qualifications:
Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.
In consultation with Graduate Program Manager, the Tetrad Graduate Program Assistant uses professional concepts to coordinate, track and report student progress and assist with event coordination and logistics.
The Tetrad Graduate Program Assistant applies professional Student Services concepts, provides varied student services to students, faculty, and department / school / college management. Works on moderately complex issues. Receives assistance on more complex issues.
The Tetrad Graduate Program Assistant involves a range of student services duties and responsibilities for an academic department. Provides assistance to the program manager, faculty directors, faculty, and students in recruitment, admissions, student orientation and events, and related programs.
Responsibilities
%
of time
Essential Function (Yes/No)
Key Responsibilities
(To be completed by Supervisor)
30
yes Student Progression: Coordinates and track graduate student progression for Tetrad Graduate Program including qualifying exams, advancement to candidacy, thesis meetings, Thesis talks, rotation reporting and HIPAA/OSHA trainings. Under direction of Program Directors and Program Manager, participates in the development and revision of standard procedures and guidelines for tracking student progression.
25
yes Event Planning: Independently coordinate program-related events including poster sessions, research in progress seminar series , student-faculty talks, new student orientation, Tuesday Biochem seminar lunches. Assist with coordination of student recruitment events. Independently organize logistics including establishing and maintaining relationships with vendors and venues, space rental, room reservations, catering, facilities requests, remaining under budget with costs. Evaluate current and proposed related services.
10
yes Conferences: Organize faculty planning committee and assist with the coordination of annual program conference including registration, housing, catering, scheduling speakers and transportation, and billing out conference attendees.
10
yes
Financial: Process fee offsets (PeopleSoft), reimbursements (MyExpense), purchasing and contracts (Bear Buy), departmental recharges and reconciliation related to program events and conferences.
Functions as a resource on issues such as researching complex financial discrepancies and p rovide guidance on personnel policies, s erve as the point of contact for policy and problem resolution.
10
yes
Communications: Maintain student database. Maintain program website including updates to news and events, student publications, awards and honors, creating new pages as necessary. Prepare, maintain, e-mail and/or post promotional materials, including print or electronic brochures and posters.
10
yes Special Projects: Provide assistance with additional programmatic tasks as requested. These may include such diverse tasks as collating data for training grants and annual reporting, backup for student stipend payments, reviewing/analyzing student documents for CA Residency reclassification.
5
yes Program Records: Maintain student databases; Gather and analyze data; prepare annual reports on faculty participation in student progress and program events
0
0
0
0
0
0
0
0
100%
(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)
Qualifications
Required Qualifications:
- Bachelor's degree in related area and / or equivalent experience / training.
- Minimum 1 year of related experience
- Ability to use sound judgment in responding to issues and concerns.
- Solid communication and interpersonal skills to communicate effectively with all levels of staff, faculty and students verbally and in writing.
- Solid organizational skills and ability to multi-task with demanding timeframes.
- Ability to use discretion and maintain confidentiality.
- Ability to use sound judgment in responding to issues and concerns.
- Knowledge of common University-specific computer application programs.
- Knowledge of department, organization, and University policies, procedures, and directives.
- Knowledge of department and school/college general and major course requirements.
- Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, and UCSF and external vendors.
- Prior experience with undergraduate or graduate-level curricular affairs
- Prior events planning experience
- Prior experience with work/task management platforms for managing tasks and projects