Administrative Coordinator, Biochemistry & Molecular Biology (Onsite)

UTMB Health; Galveston (TX); On-site; USD 65,000 - 85,000; Full time

Job summary

UTMB Health in Galveston, TX seeks a seasoned administrator to lead the BCMB Graduate Program, overseeing recruitment, student services, and budgeting.

Responsibilities include coordinating courses, admissions, advising, data reporting, and ensuring compliance with policies and internal controls. The role involves collaboration with GSBS and enrollment services to obtain approvals for new courses.

Qualifications

• Bachelor’s degree or equivalent in related field; 2 years related experience.
• Experience coordinating graduate program administration and student services.

Responsibilities

• Plans, organizes, and coordinates administrative duties pertaining to the graduate program.
• Assist students with recruitment, admission, enrollment, and course assignments.
• Manage new student applications in WebAdMIT and coordinate recruitment events.
• Track registration milestones and funding information for students.
• Assist faculty in course development and effort reporting.
• Manage data for BCMB courses and enter into POWER/REDcap.
• Coordinate BCMB course scheduling and roster across Campus Solutions (mySTAR).
• Oversee committee meetings for the BCMB Graduate Program and student seminars.
• Ensure compliance with institutional and accreditation policies.

Skills

Graduate program administration

Student recruitment support

Data entry and reporting

Education

Bachelor's degree or equivalent in related field

Tools

WebAdMIT

Campus Solutions (mySTAR)

POWER database

RedCap

Job description

Minimum Qualifications:

• Bachelor’s degree or equivalent in related field; 2 years related experience.

Job Description:

To provide professional guidance, supervision, and coordination in the administrative duties of a department.

Job Duties:

• Plans, organizes, and coordinates administrative duties pertaining to the graduate program.
• Assist students with all phases of recruitment, admission, enrollment, and course assignments.
• Manage new student application process. Duties include sending information as requested, following-up on applications in WebAdMIT module, circulating applications to faculty for review, coordinating online and in person recruitment events, scheduling.
• Follow each student during registration to ensure enrolled for the correct courses and course units, gather funding information from mentors, process tuition sponsorship forms for each term.
• Follow each student to ensure that milestones toward candidacy or final defense are met including periodic Academic Advisement Report review.
• Assist faculty members in GSBS course development and effort reporting.
• Manage the collection of data for teaching effort for BCMB courses and entering it into the POWER database.
• Manage BCMB course scheduling (time and location), setting up courses in Campus Solutions (mySTAR), maintaining an overall roster of courses, entering grades (MyStar and RedCap), distributing and collecting course evaluations. Other related duties are to assist with new course development, coordinate with GSBS and enrollment services to get approvals for new courses.
• Coordinates and develops special graduate program projects and reports.
• Manage committee meetings for BCMB Graduate Program including Admissions & Recruitment Committee, Credentials Committee, Curriculum & Advisory Committee, BMB Seminar Committee.
• Manage all student seminars including annual seminars, qualifying exams and defense of dissertation.
• Manage program faculty candidate seminars.
• Assure compliance of graduate program with institutional and accreditation policies.
• Interprets rules, regulations, and policies and executes as applicable. Update the BCMB Program Policy Manuals as needed.
• Manage payment processes for paying student tuition and fees.
• Maintains and regulates student records in compliance with institutional records retention requirements.
• Manages graduate program budget and endowment funds.
• Adheres to internal controls established for department and GSBS.
• Performs other related duties as assigned.

Salary Range:

Commensurate with experience

Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.
Compensation