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Graduate Program Administrator

The Graduate Studies Office (GSO) in the School of Medicine (SOM) represents all SOM graduate programs offering opportunities for research training that are available in 12 PhD, 5 Master of Science, and 5 certificate programs. The Graduate Program Administrator manages a distinct graduate program's processes within the School of Medicine's graduate programs and assists the office with student affairs matters. This Administrator will interact with faculty, staff, and students at Pitt, as well as those external to the University.

Job Summary

Supports senior level roles in a wide variety of complex administrative and office functions as well as specialized technical support for academic or administrative departments.

Essential Functions

The Graduate Program Administrator will have responsibility and oversight of the following activities (includes but not limited to):

Admissions: Lead administrator for the Interdisciplinary Biomedical Graduate Program admissions committee comprised of faculty and students representing discipline-specific programs of the Interdisciplinary Biomedical Graduate Program. Advise faculty committees regarding relevant University policies and procedures. Manage screening process of 500 applicant files for a target class of 25 students each year. Log and track admissions committee decisions and organize process of making offers and rejects. Organize visa documentation process with the Office of International Services. Draft admissions committee meeting agendas for chair, attend all meetings, and record minutes. Provide continuity for the committee with annual turnover. Lead and execute two to three interview weekend programs. In addition, organize Schedule interview appointments and recruiting sessions with faculty, students and staff. Collect bids and negotiate and select services from area hotels and caterers. Plan, organize, and attend all events for interview weekends, including breakfast, lunch and dinner receptions at faculty members' homes. Organize tour of campus facilities and city tour.

Program Administration: Plan and execute new graduate student orientation. Coordinate processes for student IDs, payroll, health insurance, course registration, and educational enrichment accounts. Tracks lab research rotations, grades, placement with major advisor, academic performance, and milestone completion. Organize, attend, contribute to and record minutes of the IBGP Steering Committee meetings. Serve as key assistant to faculty directors first year foundational courses for the program. Post syllabi, course handouts, reading materials, PowerPoint presentations and grades. Distribute exams to faculty for grading. Compile grades and graph results for course directors. Assist course directors with tracking student performance. Schedule room assignments for lectures, small group conferences and examinations.

Physical Effort

The incumbent must be able to proficiently use various forms of communication, computer/keyboard, ability to read and write documents in various formats (electronic/hard copy) and utilize software programs and University applications. Position is generally sedentary, but occasionally may need to lift packages (weighing 25 lbs. or less).

The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.

The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.

Assignment Category: Full-time regular Job Classification: Staff.Administrative Assistant III Job Family: Administrative Support Job Sub Family: Clerical Campus: Pittsburgh Minimum Education Level Required: Associate's Degree Minimum Years of Experience Required: 5 Will this position accept substitution in lieu of education or experience: Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement. Work Schedule: Monday - Friday, 8:30 a.m. - 5:00 p.m. a hybrid work arrangement is an option after successful completion of provisional period Only those within commuting distance of the university will be considered *Work Arrangement: Monday - Friday, 8:30 a.m. - 5:00 p.m. a hybrid work arrangement is an option after successful completion of provisional period Only those within commuting distance of the university will be considered *Hiring Range: $23.00 to $25.00 per hour Relocation_Offered: No Visa Sponsorship Provided: No Background Check: For position finalists, employment with the University will require successful completion of a background check Child Protection Clearances: Not Applicable Required Documents: Resume, Cover Letter Optional Documents: Not Applicable PI242296108