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Job Description Summary
The Graduate Group Coordinator provides complex administrative support and academic program management for the Master of Science in Health Policy Research (MSHP) and National Clinician Scholars Program (NCSP) in the Perelman School of Medicine at the University of Pennsylvania. Working with faculty leadership, the Graduate Group Coordinator manages all administrative and academic functions of the programs, including, but not limited to: student advising and engagement, student degree progress, student records, academic scheduling, course management and alumni tracking.
Serve as the primary contact for Masters of Science in Health Policy Research (MSHP) students and National Clinician Scholars Program (NCSP) fellows from recruitment to alumni.
Manage the academic program calendars and handle all academic scheduling for the MSHP and NCSP, including, but not limited to, courses, research in progress meetings, faculty-student meetings, professional development seminars, etc.; Requires proficient use of EMS and calendar programs (including Outlook and Google).
Oversee and track students’ academic progress, including student records – entry and maintenance, student handbooks, degree requirements, HIPAA compliance, thesis requirements, deadline/timeline communication and enforcement, MaC requirements and graduation auditing/checkout; Requires proficient use of databases (RedCap), SRS, SMS, AIT, and the graduation checkout application.
Manage MSHP courses, including, but not limited to, course registrations/permits, course catalog updates, creating new courses, grade entry, syllabi collection, course evaluations – templates and tracking, Canvas sites and the coordination of textbook and software orders; Requires proficient use of SRS, Curriculum Manager, CIT, Canvas and OASIS/Blue.
Oversees logistics and planning of annual recruitment efforts for MSHP (regular degree, combined degree, summer fellowships) and NCSP, including local marketing, information sessions, answering inquiries, application tracking, identifying and securing faculty interviewers, interview days, candidate evaluations and applicant ranking. Uses RedCap for MSHP applications and the all-site application system for NCSP applications. Conducts orientation for new MSHP and NCSP cohorts.
Participates in preparations and oversees logistics for faculty committee and board meetings, site visits and external reviews. Sends reminders, creates agendas, works with Administrative Assistant to secure meeting space and catering, drafts meeting minutes and follows-up on action items. Includes frequent correspondence with high-level officials and their staff members, including providing talking points, etc.
Oversee and codify MSHP and NCSP alumni tracking and engagement, including but not limited to, the creation and distribution of periodic newsletters or other program updates, continuous monitoring of alumni records/information to ensure accuracy/comprehensiveness and the possible creation/management of a new alumni database.
Manage and regularly update the MSHP and NCSP program websites and social media accounts; Requires proficient use of basic CMS and social media platforms
Design, administer and create reports for academic and student-related program surveys, including alumni surveys, extracurricular programming evaluations and student feedback (mentorship tracking, exit surveys, etc.); Requires proficient use of SurveyMonkey, RedCap and Qualtrics
Direct student engagement activities, including orientation, social events, weekly ‘next week’ messages, etc. Collaborates with the Administrative Assistant to execute all program events, including parties, networking events, visiting speakers, IS Institute, and other special events as needed.
Establishes and implements administrative processes for new initiatives as needed.
Recruit, train, and supervise all work study students and other temporary workers as needed.
Perform additional duties as needed, including planning for the rotating NCSP Annual Meeting.
Minimum of a Bachelor’s Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.
Must be able to work directly and effectively with multiple constituencies, including faculty, students, senior administrators and staff.
Highly proficient with word processing, databases, presentation and organizational computer programs and tools (including MS Word, Excel, Power Point, file sharing services, course management platforms (Canvas), basic CMS, and calendar programs).
Experience with proprietary Penn systems, including UMIS, is a plus.
Strong organizational skills
Strong attention to detail
Ability to work under changing deadlines, priorities, and pressure
Able to exercise discretion with confidential information
- Ability to work well as part of a team.
- Occasional evening and weekend work during events will be required
Job Location - City, State
Department / School
Perelman School of Medicine
$50,684.00 - $91,232.00
Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.