Summary of Position:
Provide assistance to the Director of Graduate Studies. Serve as an information source to prospective, incoming and current graduate students. Facilitate and track graduate student progress. Process and monitor applications for admissions and organize recruitment visits. Arrange graduate program events. Gather information and monitor changes in graduate student HR appointments, prepare contract letters, health benefits and tuition payment. Assist in departmental course scheduling and registration. This position manages and supports the graduate program in Plant Biological Sciences, tracks graduate student progress until graduation; assists the Director of Graduate Studies.
25% Provide assistance to Director of Graduate Studies.
Monitor and compile statistical data related to teaching, graduate program and admission. Prepare draft budget and maintain file with program budget information. Assist in assigning TA/RA appointments and determining fellowship award recipients; maintain current student and alumni files; and edit and update the graduate student handbook and course guide and the program administration handbook. Plan and assist with Itasca one-week graduate orientation program, including arranging venues, catering, transportation and itineraries. Organize annual departmental retreat and student poster session. Aid in organizing and publicizing PBS Colloquium seminars and student seminars which, including arranging food, set up for seminar, travel arrangements, e-mail and flyer posting.. Make recommendations for improvements in policies and procedures.
20% Act as first-point- of-contact for current graduate students.
Ensure students and faculty are aware of deadlines (e.g. maintain PBS calendar, send out mail reminders) for important activities (registering for courses, completing milestones, holding annual review meetings, applying for fellowships and TA positions) and have easy access to information and forms needed to complete those activities. Track progress; coordinate written/oral exams and student seminars; approve committees and graduate degree plans; assist with registration and check registrations to ensure all students are registered for appropriate courses. Notify students, their advisors and DGS when any deadlines are missed. Keep a database of student activities (GPA, publications, awards, etc.); coordinate first year student lab rotations. Respond to students questions and concerns as they arise. Consult with the Graduate School. Provide information and explain University policies and/or procedures. Access the University's course catalog to enter and establish course records in ECAS and ECS.
20% Review, process and monitor applications for admissions; monitor and compile statistical data related to admissions and current graduate student progress; assist in fellowship nominations; interface with the Graduate School; respond to student inquiries about applications; develop and prepare spreadsheets for admission committee; prepare and send acceptance/rejection letters. Organize, arrange and attend recruiting events; secure transportation and hotel reservations; coordinate logistics of prospective student visits including arranging meetings with faculty and current graduate students.
15% Coordinator for the Undergraduate Program in PMB. Update and Change information in ECAS and peoplesoft. Schedule classrooms with the assistance of OCM Scheduling.
Assign permission numbers and order textbooks.
10% Gather graduate student hiring/extension information and process signed contract
letters. Monitor and update changes in appointments until student graduation (changes
to fellowships, training grants, lower tuition rate job code, etc.). Provide insurance
information. Respond to student questions regarding stipends, benefits and paychecks.
Write offer letters and annual appointment letters with budget information. Provide
guidance to students and/or DGS on HR related issues. Make recommendations for
improvements in policies and procedures. Update and organize graduate program websites. Make recommendations for improvements on website organization and design.
10% Assist with administrative cluster operations, ie., special projects, scheduling of seminar speakers, communications and other duties as assigned