Graduate Program Specialist - Medicine

Job description

Job Title: Graduate Program Specialist - Medicine
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 48689

Division of Research & Graduate Programs – College of Medicine

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

FSU's Equal Opportunity Statement can be accessed here.

Responsibilities 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 monitoring 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 their status.

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, evaluating and implementing 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; or a high school diploma or equivalency and six years of experience.(Note: or a combination of post-high school education and experience equal to six years.)
  • Experience establishing and maintaining effective working relationships.
  • Experience communicating effectively verbally and in writing.
  • Experience with Microsoft Excel, Word and PowerPoint or equivalent software.
  • Experience demonstrating effective customer service skills.
  • Experience gathering, interpreting, reporting, and/or editing information.
  • Experience evaluating process effectiveness and developing change or alternatives.
  • Experience compiling, reviewing, and reconciling data for accuracy, completeness, and compliance.
  • Experience writing and/or proofreading and editing written word and/or information in various formats.
  • Experience preparing clear and concise reports, procedures, correspondences, and other written materials.
  • Ability to meet project deadlines.
  • Ability to perform accurately in a detail-oriented environment.
  • Valid Florida or Georgia Driver's License, or the ability to obtain prior to hire.
  • Ability to develop and implement policies, procedures, goals, and objectives.
  • Ability to utilize problem solving skills.
  • Ability to interpret program requirements for Biomedical Sciences.
  • Ability to maintain accurate records and retrieve files from active or archive sources. Basic filing practices to include numeric and alphabetic systems.
  • Experience preparing and monitoring budget information.
  • Experience providing leadership and direction in programmatic, budgetary, and operational functions.
  • Knowledge of academic resources available to students.
  • Knowledge of public relations practices.
  • Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules and regulations.
  • Knowledge of and ability to interpret and apply related University policies and procedures.
  • Knowledge of the principles and practices of event planning and ability to coordinate, organize and evaluate meetings and/or events.
  • Experience preparing clear and concise policies.
University Information

One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research, encourages creativity, and embraces diversity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news!

Learn more about our university and campuses.

Pay Plan

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

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.

Criminal Background Check

This position requires successful completion of a criminal history background check. The background check will be conducted as authorized and in accordance with University Policy 4-OP-C-7-B11.

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.

Applications to be reviewed as received by the hiring committee.

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.




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Job No:
Posted: 4/13/2021
Application Due: 4/13/2033
Work Type: Full Time