Academic Program Specialist (Research & Graduate Programs) - Medicine

Tallahassee, FL
Jun 15, 2017
Institution Type
Four-Year Institution

Job ID: 41809

Full/Part Time: Full-Time

Regular/Temporary: Regular

Apply On Or Before: 01/01/9999


MED Research & Graduate Programs – College of Medicine


Responsible for coordinating the Biomedical Sciences Graduate Program to include recruitment, admission process, payment of stipends and tuition, curriculum management and registration, grade roster reporting, assisting the faculty with the administrative process of creating new courses, support of faculty program committee and other interactions with faculty in the Department of Biomedical Sciences and travel for graduate recruiting. Conducts manuscript clearance and graduation checks. Processes and submits all travel authorizations, gathers documentation and submits travel reimbursements. Makes all necessary travel arrangements to include hotel, flights, etc. in accordance with Florida State University policies and procedures ensuring travel arrangements and reimbursements are processed in a timely manner. Responsible for all quality control issues for graduate students and graduate student candidates in the Biomedical Sciences Ph.D. program. Serves as an academic advisor to graduate students. Participates and makes presentations at recruiting events. Transports graduate students for special events and graduate recruiting requiring the operation of a motor vehicle.
Acts as a liaison to the College of Medicine’s Administrative Services for appointment processing for graduate research assistants to include processing of new hire paperwork, offer letters, terminations, reappointments, monitoring reports to ensure payroll status and accuracy and monitors visa status. Maintains spreadsheets reflecting budget status records of stipends, tuition, pay increases, etc. Assists in the preparation of the annual graduate program budget. Coordinates with faculty to identify students on grants and/or fellowships and to help monitor the status of that.
Maintains Biomedical Sciences Ph.D. Admissions, Graduate Program and Graduate Student website. Posts relevant information to departmental social media. Maintains Graduate Program databases and utilizes the Graduate Student Tracking system to ensure easy collection of data for various internal and external reports, alumni records, and/or surveys, including NIH. Supports the Assistant Dean for Graduate Programs in coordinating, planning, evaluation and implementation of all new graduate education initiatives in the COM to include the Division of Research & Graduate programs. Official liaison between COM and FSU Graduate Studies Office, Admissions and Records Office, and Registrar's Office as well as graduate program offices in the College of Arts and Sciences as required in coordination of efforts and information exchange.
Promotes an atmosphere of teamwork in accomplishing the mission and goals of the Department of Biomedical Sciences and Division of Research to include participating in the delivery of support services for special projects, scheduled events or in meeting key departmental deadlines. May require occasional evening and weekend hours.


Bachelor's degree and two years of experience related to the duties of this position. (Note: higher education can substitute for experience at the equivalent rate.) Valid Florida or Georgia Driver's License or the ability to obtain. Experience working with applicable computer applications, such as Microsoft Office Suite, and basic computer functions. Experience performing basic mathematical calculations. Ability to coordinate, organize and evaluate meetings and/or events. Experience in preparing clear and concise reports, policies, procedures, correspondences, and other written materials. Ability to establish and maintain effective working relationships. Experience in meeting deadlines with the ability to perform accurately in a detail-oriented environment. Experience in preparing and monitoring budget information.

Anticipated Salary Range

Anticipated salary commensurate upon education, skills, and experience.

Pay Plan

This is an A&P (Administrative and Professional) position.

Criminal Background Check

This position requires successful completion of a criminal history background check.

How To Apply

If qualified and interested in a specific job opening as advertised, apply to Florida State University at If you are a current FSU employee, apply via myFSU > Self Service.
Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.

Open until filled

This position is being advertised as open until filled.

Tobacco Free Campus

Effective January 1, 2014, tobacco use, including simulated tobacco use, is prohibited on property, interior and exterior, owned or managed by Florida State University. This policy applies to all Florida State University students, employees, consultants, contractors, visitors, and external individuals.

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.
FSU's Equal Opportunity Statement can be viewed at:


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