Biology Graduate Program and Assistant to the Chair Senior Administrative Coordinator

Senior Administrative Coordinators typically perform operational support for a composite of several functions including fiscal administration, procurement, human resources, academic support, student services, communications, grants administration, and other administrative functions. Senior Administrative Coordinators are responsible for many of the same duties as Intermediate Coordinators, however, they operate with additional authority, independence, or level of complexity. They demonstrate understanding of the organizational culture and business drivers, and are able to anticipate team needs and expectations. They interpret policies and establish internal procedures across multiple functional areas, and perform work tasks independently with little supervision. May supervise students and other support staff.

• Job Description
  • Assist the Director of Graduate Studies (DGS) with all aspects of the Biology Graduate Program that includes the coordination of the annual graduate recruitment with the department admissions committee, orientation for first year students, assist the DGS and the Director of Undergraduate Studies with the TA assignments for each semester and verifying if students are on track for graduation.
  • Oversee confidential student records in the Student Information System (SIS) and audit them regularly to endure that students are properly enrolled and are meeting key deadlines and milestones in their programs.
  • Respond to queries from enrolled and prospective students, administer advertisement and other dissemination of the Graduate Program information.
  • Manage the request for applications for the Britt travel awards, collection of applications, coordinating the meeting of the selection committee and notifying awardees.
  • Support assessment of Graduate Programs.
  • Coordinate student degree eligibility and degree confirmation in support of department graduation.
  • Support Department Chair with faculty promotions & tenure, faculty searches, department annual reporting, faculty activity/annual reports and faculty evaluations.
  • Manage the Department Chair’s calendar, set-up appointments and coordinate meetings.
  • Maintain and update documents of department procedures and timetables; maintain Bio-Faculty collab site with up-to-date- content.
  • Perform all duties of an Intermediate Administrative Coordinator.
  • Perform a variety of duties requiring a broad understanding of organizational operations, procedures, and personnel.
  • Interpret and communicate departmental and divisional policies and procedures, making decisions on specific operating problems and issuing instructions.
  • Study reports received, check and compare with previous reports or other data, and bring to the attention of the supervisor significant items, changes, errors or omissions.
  • Maintain for the up-to-date management manuals, directives, organizational charts and keep the department informed of changes. Set up and maintain office files and keep correspondence and reports available for reference and efficient operation of the office.
  • Independently generate complex and detailed presentations and reports.
  • In addition to the above job responsibilities, other duties may be assigned.

MINIMUM REQUIREMENTSEducation: High School DiplomaExperience: Six years of experience. Bachelor's degree may substitute for experience.Licensure: NonePHYSICAL DEMANDSThis is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library,are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.