Associate Director of Administration for Interdisciplinary Neuroscience Training Programs Georgetown University Medical Center

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Requirements

Associate Director of Administration for Interdisciplinary Neuroscience Training Programs - Georgetown University Medical Center

Georgetown University Medical Center's Interdisciplinary Program in Neuroscience is a Ph.D. program designed to support, encourage, and stretch our students to a deeper understanding of the field of neuroscience so they are able to contribute new knowledge and original research. Through continued academic and professional formation, our students are part of the constant ongoing evolution of neuroscience.

The Associate Director of Administration for Interdisciplinary Neuroscience Training Programs provides administrative, trainee, and academic support to three NIH-funded interdisciplinary T32 training programs and our multi-departmental Interdisciplinary Program in Neuroscience (IPN) PhD program. They provide post award administrative support of our training program activities and reporting requirements; and - as more training programs are funded in the future - they will scale support services accordingly. Reporting to the Director of Graduate Studies for the Interdisciplinary Program in Neuroscience, the Associate Director has duties that include but are not limited to:

Trainee and Academic Affairs

• Serve as primary point of contact for approximately 50 graduate students/postdoctoral fellows
• Advise all graduate students, postdocs, faculty and staff on BGE, Graduate School, and University policies and procedures
• Monitor graduate students academic progress from admitted to graduation, checking registration before add/drop ends and checking transcripts every semester
• Prepare the student seminar schedule, send out the weekly announcements for seminars (student & invited speakers), and populate this info on our shared Google calendar
• Prepare all the paperwork in DocuSign for oral exams, written comps, dissertation paperwork, and thesis proposal forms; and keep track of student thesis committee members
• Review and update course schedules for each semester
• Review and ensure accuracy on all graduate student registration each semester
• Administer intake and review student forms - such as leave of absence and add/drop forms - for completeness and accuracy
• Monitor and coordinate the submission of all reported grades and review student transcripts for accuracy
• Coordinate the submission of funding information for each of the graduate student yearly
• Organize program specific academic and graduation events
• Prepare academic reports from Cognos and other sources as required - for example, Registered Student Listings, General Student Listings, Course Rosters, and Exception Grade Reports
• Generate academic reports for Program Directors as requested
• Monitor and work closely with the Office of Global Services to ensure that the program complies with all federal government policies for international students
• Maintain and update contents to program website and webpages

Trainee Career Support

• Regularly distribute career development events and career placement opportunities to trainees
• Distribute Individual Development Plan templates to trainees and provide resources to help them clarify goals and navigate IDP conversations with their faculty mentors
• Serve as liaison with alumni for networking opportunities with current trainees
• Maintain engagement with alumni and facilitate alumni participation in social media channels and Hoya Gateway
• Distribute Career Strategy and Professional Development alumni outcomes survey to recent alumni
• Work closely with OTGSPD to ensure accuracy of outcomes records
• Facilitate alumni participation at career development events

T32 and IPN Graduate Program Admissions

• Coordinate program-specific recruitment logistics, including staffing, travel, and follow up with prospective students via phone and email
• Assist with BGE-wide recruitment initiatives, including traveling to graduate fairs and following up with prospective students
• Conduct informational interviews with prospective applicants
• Coordinate with the IPN admissions director to plan and facilitate the 2 to 3 recruitment weekends [hotels/meals/agendas]
• Distribute completed applications for admissions review and help with the assignment of faculty interviews
• Assist directors in conducting applicant interviews
• Schedule prospective T32 postdoctoral applicant visits, and set up follow-up interview visits for Postdoc Preview leads
• Respond to prospective applicant inquiries via phone and email
• Review application credentials for completeness, GPA/TOEFL/GRE requirements, and verify transcripts
• Communicate with applicants to verify continued interest in program of interest and follow-up to request missing credentials
• Distribute completed applications for admissions review
• Perform data entry of admission application decisions into Banner
• Organize program specific orientation events

T32 and IPN Graduate Program Administration

Overall program support

• Support the orchestration of training program-specific clinical and community site visits in collaboration with training program directors and site host
• Coordinate training program-specific meetings, seminars, roundtable discussions, annual research symposia, and program retreats

T32 post-award grant support

• Prepare Statement of Appointment forms for each year's participants, as well as Payback Agreement forms for new trainees for T32
• Prepare Termination Notices through NIH ERA Common site for fellows no longer supported by the T32 training grant
• Assist PIs with annual RPPRs, including summarizing/organizing data, working with trainees on progress reports, and coordinating with the Office of Research Development Services for submission
• Generate and maintain data sets required for grant progress reports (grant related publications, milestones, presentations, and other relevant information), and update data points in REDCap database to streamline OTGSPD's support of new T32 applications and competitive renewals
• Collaborate with Principal Investigator in writing, editing, and proof-reading progress reports/non-competing renewals

Financial support

• Coordinate with financial grant manager(s) to review annual Federal Financial Reports
• Create payment accounts and process NRSA postdoctoral trainee stipends
• Process NRSA postdoctoral trainee health insurance payments and review all submitted receipts and financial paperwork for completeness
• Process vendor payments and applicable travel reimbursements, and reconcile credit card purchases through expense reports
• Maintain alumni database of first destination and current outcomes

Qualifications

• Graduate degree, preferably in a STEM field
• 3+ years of relevant administrative experience, preferably in biomedical academic settings
• A collaborative and transparent leadership style, cultural awareness and agility, and the ability to build trust and credibility
• Experience working with diverse faculty, student, and trainee populations
• Demonstrated ability to work productively - both independently and as part of a team
• Excellent time management skills and experience managing multiple projects/tasks with conflicting deadlines
• Well-developed organizational skills, advanced communication skills, and excellent problem-solving skills.
• Keen attention to detail
• Knowledge of research training programs and graduate students training
• Experience organizing events and programming for faculty and students
• Proficiency with Microsoft Office - e.g., Word, Excel and PowerPoint) - and online collaboration tools - e.g., Google Docs, and Dropbox
• Website management experience
• Scheduling and teleconferencing software skills - i.e., Zoom, Google Calendar, and Doodle Poll

Preferred qualifications

• Working knowledge of Workday, Slate, and Cognos software
• Experience with REDCap database platform
• Experience with website maintenance - e.g., WordPress
• Demonstrated ability to interact professionally and effectively with investigators, sponsors, and cross-functional teams

Work Mode: Hybrid 3 Days. Please note that work mode designations are regularly reviewed in order to meet the evolving needs of the University. Such review may necessitate a change to a position's mode of work designation - please visit Georgetown University's Work Mode Designation for staff and AAP positions for details.

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Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.

Need Assistance:

If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or ideaa@georgetown.edu.

Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website.

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.

Benefits:

Georgetown University offers a wide variety of comprehensive and competitive benefits. Benefits packages include comprehensive health, dental and vision plans, disability and life insurance coverage, retirement savings programs, tuition assistance, voluntary insurance options (including group legal, accident, and critical illness), and much more. Whatever your need, the Office of Faculty and Staff Benefits will be standing by to support you. You can learn more about the benefits offered to eligible faculty and staff at https://benefits.georgetown.edu or view the online interactive benefits guide for more information.


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