Program Coordinator I

Job Title

Program Coordinator I

Agency

Texas A&M Agrilife Research

Department

Biochemistry & Biophysics

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Qualifications

Required Education and Experience:

• Bachelor’s degree.
• Two years experience in organizing events and communicating with students

Required Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, and database applications.
• Strong verbal and written communication skills.
• Ability to multi-task and work cooperatively with others

Responsibilities

ADMISSIONS:

• Tracks applicants and organizes application materials (+120 applications each fall for IDP GGEN Ph.D., and +120 each summer for SURGe).
• Assists the Admissions Committee Chair by summarizing applicants’ information for the fastest review process.
• Organizes program activities and events such as the Graduate Student’s Recruiting Symposium.
• Prepares the interview schedule and itinerary for prospective students attending the Recruiting Symposium.
• Processes expenses and reimbursements for student candidates and works with business representatives.

ADVISING:

• Collaborates with the Advising committee by organizing lab rotations for first-year students during the fall until assignment to their permanent lab.
• Assists with the management of students’ records and confidential materials.
• Assists first-year students with their course registrations during the fall.
• Creates students’ defense flyers and announce them through multiple channels.
• Offers emotional support for students

EVENTS:

• Organizes events such as Graduate Student’s Recruiting Symposium, New Student’s Orientation Week, Annual Faculty Meetings, Summer Research Undergraduate Program Sessions, Program Retreats, and other events that we co-host with other programs/departments (e.g., Texas Genetics Society Conference, etc.).
• Orders meals for Career Clubs, Executive Committee meetings, Student Socials, and meetings.
• Supports the GGSA Mendelian Mingle, GGSA Social Events, and GGSA Monthly Meetings.

MEMBERSHIP:

• Builds strong working relationships with other departments to recruit faculty into the IDP GGEN
• Adds new faculty to GradCom, GGEN listservs, GGEN website, and update faculty membership list.

OUTREACH:

• Supports the Outreach committee by sending multiple advertisements through email during the fall.
• Assists with marketing materials and order swags for outreach events.
• Attends Graduate Student Fairs (UT Graduate Fair, PVAMU Fair, etc.)
• Engages with prospective students by email, phone, and in-person as needed

SEMINAR:

• Organizes the weekly Seminar Series (i.e., reserving rooms, travel arrangements, hotel accommodations, flyers design, and advertising)
• Processes expenses and reimbursements for external speakers and work with business representatives
• Collaborates with the invited speaker’s agenda/itineraries.

PROGRAM COORDINATION:

• Assists updating the GGEN First Year Graduate Program Handbook annually.
• Maintains the IDP GGEN Records to gather data for assessments and grants.
• Assists with Executive Committee meetings and materials, takes minutes, and reserve room.
• Maintains the IDP GGEN website (WordPress) and social media platforms.
• Features students and faculty publications, awards, research highlights, etc. on the GGEN website
• Contacts GGEN Alumni to keep records of their previous a current employment
• Files graduate students’ documents (electronically and physically).
• Updates the database with all the referee’s contact information from previous GGEN and SURGe applicants.
• Takes photos and videos of the students (GGEN and SURGe) at laboratories for the website and social media.
• Prepares program correspondence.
• Purchases program office suppli