What are the responsibilities and job description for the Program Coordinator position at University of Rochester Medical Center?
Responsibilities:
Under the general guidance of the Program Director of the Master of Science in Genetic Counseling (MSGC) program, provides administrative support to the MSGC program within the Department of Pediatrics. The Department Coordinator provides administrative support for the MSGC program and MSGC program leadership, and is responsible for considerable routine and non-routine administrative duties required for the program. Proficiency in Workday, for reimbursement requests, supply requisitions, and supply invoice requests (SIRs); REDCap for survey creation and data tracking; Slate for admissions activities and data collection. Works with limited supervision, exercising independent judgement.
ESSENTIAL FUNCTIONS
- Serve as the primary point of contact for the MSGC program, including telephone calls and electronic/mail correspondence with MSGC program applicants, students, leadership, faculty, and the School of Medicine Office for Graduate Education and Postdoctoral Affairs (GEPA). Serve as a resource to internal and external queries relating to the program and program policies. Maintain updated MSGC program information, resources, and policies in the MSGC Student Handbook. Communicate updated resource and policy information with students and faculty as needed.
- Coordination of meetings for MSGC program leadership, including scheduling, room requests, agenda distribution, materials and slide preparation, and recording and distribution of meeting minutes. Coordination of classroom requests for MSGC courses. Management of MSGC Student Calendar.
- Coordination and management of MSGC admissions process activities via Slate, including management of MSGC application review process and coordination of application reviews by multiple faculty members. This also includes management of MSGC interviews (e.g., preparation and distribution of interview materials for faculty members and applicants; and compilation of materials for review by the Selection Committee).
- Collaborate with MSGC program leadership in the planning, logistics, and implementation of MSGC program activities such as program orientation, graduation, student thesis research event, student thesis oral exams, and other graduate program events.
- Arrange travel, conference registration, and hotel accommodations for MSGC program leadership. Prepare, edit, and obtain signatures for letters and forms related to MSGC program faculty appointments, faculty reimbursements, and employee expense reports. Prepare forms related to other reimbursements and processing of honoraria. Maintain inventory of office supplies and place requests for office supplies and equipment.
- Collaborate with MSGC program leadership in compiling and managing documentation for internal and external program reviews (including, but not limited to, documentation for MSGC Advisory Board and documentation requirements of the Accreditation Council for Genetic Counseling).
- Other duties as assigned for the MSGC Program
MINIMUM EDUCATION & EXPERIENCE
- College graduation or an equivalent combination of experience and training.
- At least three years of relevant administrative experience preferred.
KNOWLEDGE, SKILLS AND ABILITIES (preferred)
- Knowledge of university policies, procedures, and practices.
- Proficiency with Windows, Microsoft Office, Excel, Adobe, and Zoom.
- Strong interpersonal, organizational, and communication skills, both verbal and written.
- High level of attention to detail.
The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.
