Neuroscience Graduate Group Coordinator (Biomedical Graduate Studies)
Job location: Med JohnMrg-Med Sch Bus Office
Employment Type: Full-time
Posted data: 2021-01-22
University OverviewThe University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning.Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.Posted Job TitleNeuroscience Graduate Group Coordinator (Biomedical Graduate Studies)Job Profile TitleCoordinator BJob Description SummaryThe Neuroscience Graduate Group (NGG) Coordinator is the lead administrative person for a PhD program consisting of 125 students and 190 faculty members. The Coordinator works closely with the NGG faculty leaders and BGS staff to administer all administrative aspects of the program, including recruitment and admissions, student advising and registration, course management, doctoral milestones, supplemental training activities, student wellness activities and resources, faculty meetings, group-wide events, training grant and fellowship support, alumni records, faculty appointment and service records, other program data, program publicity and communications (including website), and office management.Job Description
The Neuroscience Graduate Group (NGG) is a well-established PhD program at the University of Pennsylvania, with approximately 125 students enrolled. It is administered within the graduate division of Biomedical Graduate Studies (BGS) and is BGS' second largest group. NGG's education and training activities are carried out by 190 faculty members, whose primary academic appointments are in the schools of Medicine (Perelman), Arts and Sciences, Engineering and Applied Science, Veterinary Medicine, Dental Medicine, Nursing, and Wharton.
The NGG Coordinator is the lead administrative staff person. The NGG Coordinator works closely with the graduate group chair, the vice chair, and chairs of committees for admissions, advising, and curriculum. The NGG Coordinator also supervises a part-time academic coordinator. The NGG Coordinator oversees all aspects of NGG administration, in coordination with the program faculty, the administrative coordinator, and the graduate division (BGS), including: student recruitment and admissions; student success including managing the peer mentoring process, working with students to determine various resources needed, and supporting overall student success; student training activities and records management; student advising, course registration, curriculum development, and course-information management; group-wide activities; graduate group information, and data analysis; program publicity and outreach. In addition to supervising the administrative coordinator, the NGG Coordinator oversees all aspects of the group's administrative operations, including management of the office budgets and space.
The NGG Coordinator provides key administrative support for four NIH T32s (training grants) that support NGG students:
a. JSPTPN, PIs: Gold and Ma
b. Vision, PIs: Contreras and Bennett
d. Translational Addiction Research Fellowship, PI: Childress
e. Auditory, PIs: Cohen and Balasubramanian
The NGG Coordinator interacts extensively with prospective and actual applicants, students, faculty, and administrators in other offices throughout campus. The NGG Coordinator works closely with the BGS Administrative Director and other BGS staff members, as well as members of the BGS finance office.
The NGG Coordinator takes a primary role in supporting the mental health and well-being of our students. This role is particularly important because it differs from, and complements, the support provided by the University (e.g., Counseling and Psychological Services) and NGG faculty (e.g., academic advising), by providing a point person for day-to-day wellness-related issues.
Key Roles and Responsibilities
Student Recruitment and Admissions: Directly manage applications over 550 applications and schedule approximately 50 candidate visits over 2 recruitment weekends/year as well as several MD/PhD candidate visits over 2-3 weekends/year. Organize and staff booth at annual Society for Neuroscience (SfN) meeting for student recruitment. (15)
Student Success, Retention and Overall Wellness: Work with students facing academic or wellness challenges to increase student success in the classroom, laboratory, or outside of the University. Hold individual annual intake meetings with new students to discuss their concerns about transitional to grad school and determining which resources may be necessary. Meet individually with students to discuss barriers to academic success. Refer students to appropriate University resources, establish student tutoring, work with NGG Executive Committee to implement programmatic changes that will support student success and wellness. Work with struggling students on mentor selection to facilitate student success. Administer NGG peer-mentoring program, SiBS, to assist junior students with transition to grad school. Establish student-alumni connections for career counseling and other needs. (15)
Group-Wide Training and Social Activities: Oversee organization of orientation activities, recruitment receptions, student participation in MINS seminars and associated journal club, annual retreat, faculty and student town halls; provide support to group-wide committees; provide support to GLIA, NGG’s graduate student organization; oversee administration of faculty and student prizes. (15)
Training Grant Administration: Provide primary administrative support to the Principal Investigators and other key faculty for 4 NIH T32s (training grants) that support NGG students: organize grant-specific program activities, including annual retreats, chalk talks, and symposia. Collect data and organize tables for new proposals, competing renewals, and progress reports. Provide data and other information as needed to PIs of other training grants that support NGG students. (15)
Student Advising and Course Registrations, Curriculum Development, and Course Information management: Advise students pre/post semi-annual advising meetings. Oversee scheduling of advising sessions, support curriculum and advising committee members and course directors, oversee classroom scheduling, rotation assignments, and dissertation lab assignments. (10)
Other Training Activities and Student Records Management: Oversee scheduling of University required safety and lab handling training, post-rotation talks, candidacy exams, thesis committee meetings, dissertation defenses, etc.; manage student records in University, division level, and program level data systems. (10)
Group Documentation and Data: Collect, update, and publicize group handbook, forms, alumni career records, student & alumni publications, and other data; conduct analyses for internal evaluations and periodic graduate group reviews. Manage new faculty appointments, service records, and reappointments. (5)
Program Publicity and Outreach: Develop and oversee graduate group web site content, social media (Twitter and Facebook), group calendars (LiveWhale and Google), and newsletters. (5)
Office Management: Oversee all aspects of office administration, including hiring, training, and supervising part-time administrative coordinator; formulate/reconcile operating and recruitment budgets with members of the BGS finance office. (5)
Space Management: Manage space for two office staff and manage Barchi Conference Room, including bookings, MediaSite video recordings of lectures and other activities; and interfacing with SPO on repairs and upgrades. (5)
Bachelor's Degree with 3-5 years of related experience or equivalent combination of education and experience is required
Office, library, computer room
Typically sitting at a desk or table
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.Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.