Educational Programs Coordinator

Job Description

The Department of Biochemistry has an outstanding full-time opportunity for an Educational Programs Coordinator.

About this Opportunity

Under the direction of the Director of Graduate Programs, the individual will oversee many important aspects of two Ph.D. programs and the Biochemistry undergraduate courses. The Educational Programs Coordinator will be responsible for providing high-level support for the departmental educational programs, to include working with course instructors and managing course logistics, managing Ph.D. student recruitment events, annual retreats, and ensuring that department meets compliance requirements. This position will work closely with the Graduate Programs Director in handling sensitive student-related matters and confidential academic records which will require high level of discretion, maturity and responsibility, including knowledge of and compliance with the relevant policies such as FERPA, HIPPA, and UW student-related policies and protections. 

Position Complexities

In addition to our extensive research program, the department supports two Ph.D. programs: the Biochemistry Ph.D. program and the interdisciplinary program Biological Physics, Structure and Design (BPSD) Ph.D. program. There are approximately 70 students in these programs and an additional ~30 Ph.D. students from other programs who are completing their thesis work in our department. The department also hosts a series of undergraduate courses throughout the year. We have a vibrant student community in our department, and we are looking for an enthusiastic colleague to join our team. The ideal candidate would be highly organized, able to work on projects/tasks independently and be invested in our educational mission.
This position will require certain schedule flexibility around important program events when occasional after-hours or weekend work will be required (i.e. graduate recruitment events, program retreats, etc.). This position will work closely with the Graduate Programs Director in handling sensitive student-related matters and confidential academic records which will require high level of discretion, maturity and responsibility, including knowledge of and compliance with the relevant policies such as FERPA, HIPPA, and other UW student-related policies and protections.

Position Dimensions and Impact to the University

The Department of Biochemistry is part of the University of Washington School of Medicine and is comprised of 23 labs addressing leading edge questions in biology and medicine using a broad range of approaches including biochemistry and biophysics, cell and molecular biology, developmental biology, spatial omics, and protein structure and design. Biochemistry is a collaborative department supported by diverse academic disciplines, with extensive collaborations within UW and worldwide.  In addition to our extensive research program, the department supports two Ph.D. programs: the Biochemistry Ph.D. program and the interdisciplinary program Biological Physics, Structure and Design (BPSD) Ph.D. program. There are approximately 70 students in these programs and an additional ~30 Ph.D. students from other programs who are completing their thesis work in our department. The department also hosts a series of undergraduate courses throughout the year. Our Graduate Programs and extensive undergraduate teaching are important parts of our overall operations and mission and as such, have direct impact on University's primary objectives of education and research. This position will be a welcome addition to our successful Educational Program team to continue to support and advance our departmental and University primary educational objectives.

Position Responsibilities

Graduate Program Support - 50%
•    Program Administration: Under the direction of the Director of Graduate Programs, provide key professional level support to two Ph.D. programs (Biochemistry and Biological Physics, Structure and Design). Perform high-level program administration to manage specific processes that require taking initiative, communicating effectively with students and faculty, and seeing tasks through to completion. 
•    Policies and Compliance: Responsible for being well-versed in UW and national student-related policies and regulations, including ASE policies, and communicating with students and faculty to complete a variety of important compliance items such as employment job descriptions, Individual Development Plans, and educational deadlines to ensure that the programs conform to institutional and department policies and regulations.
•    Course Management: Responsible for assisting course instructors for the following graduate classes: BPSD Literature Review course series, BPSD 520, BIOC 530, and BIOC 533 Ethics 101 classes. Duties include managing presentation schedules, scheduling rooms, tracking student grades, sending out course announcements and implementing course evaluations.

Event Management - 25%

•              Serve as a key leader in managing events for the Ph.D. interview recruitment visits that occur in winter quarter and the Biochemistry and BPSD annual retreats. 
•    Manage the weekly Monday Ph.D. Student Seminar which includes organizing all logistics and overseeing  the Front Desk Student Office Assistants for meal delivery and room set-up.
•    Maintain BPSD and Biochemistry website to include making regular updates.
•    Manage Ph.D. program email boxes and list serves. Respond to email inquiries about graduate programs, provide important program information to prospective students and public at large.
•    Manage the graduate student annual teaching assignment process for the Biochemistry undergraduate courses to include posting job positions for certain teaching roles, managing applications and  interviews and working with the faculty lead for final assignments. 
•    In charge of fiscal tracking for Ph.D. recruitment events and program needs; manage program budgets and provide regular fiscal reports to departmental administration.
•    Support the MBTG training grant program, including organizing yearly student interviews in summer quarter. 

Undergraduate Program Support - 15%
•    Support the Undergraduate Program Manager with implementing the undergraduate Biochemistry classes throughout the year. To include managing exam logistics, providing materials to the Disability Resources for Students Office, assisting instructors with exam printing, exam proctoring, scheduling rooms for courses. Additionally, managing the Student Office Assistants to organize logistics set up  for graduate student grading days. 

Other Duties - 10%
•    Serve as a back up to the Graduate Programs Director and Undergraduate Program Manager.
•    Assist the Departmental Director with organizing events and meetings, schedule interviews.
•    Responsible for office supply ordering for the Biochemistry office. 
•    Responsible for submitting expense reports and expense reimbursements for various events. 
•    Other job duties as needed. 

Required Qualifications,

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license,
certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

High School graduation or equivalent and two years of experience in educational/academic program management

Additional Qualifications

•    Experience with using spreadsheets, Outlook, Office 365, Google Drive.
•    Demonstrated ability to solve problems independently and creatively
•    Demonstrated ability to work with diverse groups and provide excellent customer service
•    Demonstrated ability to meet deadlines and adapt to changing requirements
•    Ability to contribute to the functioning of the overall administrative team
•    Excellent written and verbal communication skills
•    Good judgment and discretion in dealing with student matters paramount
•    Responsible, dependable and mature.

Desire

•Bachelor's Degree in Public Administration, Education or related field and 2-3 years of experience in related field.

• Experience working with students desirable but not required.
• Familiarity with academic programs
• Demonstrated ability to effectively manage a variety of administrative/ programmatic tasks to support a program.

Working Environmental Conditions

Office environment, campus event venues

Compensation, Benefits and Position Details

Pay Range Minimum:

$47,256.00 annual

Pay Range Maximum:

$63,156.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected]. 

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.