Student Support Assistant

Department

PSD Computer Science: Administration

About the Department

The Department of Computer Science is an academic department that has a rich history of advancing and defining new fields of discovery in the physical sciences and computer science, and this tradition continues today. Our inquiry and impact spans from the edge of theory to human-computer interaction to Data Science. We are part of the Physical Sciences Division which includes academic departments and several interdisciplinary research institutes and centers.

Job Summary

This role provides business support within established procedures regarding office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services.

Responsibilities

• Supports the Associate Director of Undergraduate Studies (ADUS) as needed in hiring process of course staff. This includes assisting with application creation, management, and communicating the finalized course staff to instructors.
• Maintains a list of fellowships. Performs periodic searches/updates to page. Works to make it accessible and easy to use for PhD students.
• Sends out Fellowship announcements and nominations, coordinates the submission and gathering of material, keeps track of deadlines, etc., to PhD Students.
• Maintains Gradmin with milestones of PhD students and assists with evaluations.
• Assists with planning on special events like orientation and visit day for prospective PhD students.
• Oversees all aspects of seminars and workshops for PhD students on how to do a phd for first year students, as well as a how to get a faculty job seminar for last year students. This involves setting a date, reserving room, contacting panelists, payment of honorariums, etc.
• Communicates with the Student Affairs Administrator regarding PhD TA and RA Assignments to students by preparing and sending letters to all students.
• Helps SAA in communicating with faculty about TA and RA assignments and funding.
• Schedules PhD student milestones (presentations and defenses) including room reservations, announcements and forms that need to be completed.
• Coordinates the early arrival of new PhD students (NDVS) including office space, computer, etc.
• Gets faculty concurrence of results of defenses and submits paperwork to the Dean of Students to ensure that milestones are documented.
• Sends email confirmations regarding TA assignments to PhD students and faculty.
• Acts as liaison for undergraduate CS groups with regards to organizing events.
• Aids ADUS in communications with undergraduates and faculty concerning CS major and minor policies.
• Coordinates with ADUS in arranging program events, such as open hours, Bx.MS orientation, etc.
• Facilitates alongside ADUS with processing registrations, including waiting list and ad hoc registrations.
• Supports ADUS by compiling various reports throughout the year for regular analysis and keeps track of the number of quarters of student TAs per year.
• In partnership with ADUS, reviews Bx/MS admissions process by organizing application materials and files.
• Orders food, reserves rooms, arranges for departmental events to be set up and broken down, including weekly and quarterly review sessions, admissions, and graduation parties.
• Provides assistance with course scheduling, admissions processes, and other academic projects as needed.
• Schedules interviews, arranges travel and lodging for visiting day or candidates.
• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office .
• May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:         <