Program Assistant

Overview Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short-range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff. In consultation with the Graduate Program Manager, the Tetrad Graduate Program Assistant coordinates, tracks, and reports student progress and assists with event coordination and logistics. The Tetrad Graduate Program Assistant applies professional Student Services concepts, provides varied services to students, faculty, and department / school / college management, works on moderately complex issues, and receives assistance on more complex issues. Responsibilities include recruitment, admissions, student orientation, and related events. Key Responsibilities Student progression: coordinate and track graduate student progress, including qualifying exams, advancement to candidacy, thesis meetings, thesis talks, rotation reporting, and HIPAA/OSHA trainings. Event planning: independently coordinate program-related events such as poster sessions, research progress seminars, student-faculty talks, new student orientation, and bi-weekly seminars. Assist with recruitment events and organize logistics. Conferences: organize faculty planning committee and coordinate the annual program conference, including registration, housing, catering, speaker scheduling, transportation, and billing. Financial: process fee offsets, reimbursements, purchases, contracts, departmental recharges, and reconciliations related to program events and conferences. Provide guidance on financial discrepancies and serve as point of contact for policy and problem resolution. Communications: maintain student database, program website, news, events, publications, awards, honors, and promotional materials. Special projects: assist with additional programmatic tasks such as collating data for training grants, reporting, stipend payments, and reviewing student documents for residency reclassification. Program records: maintain student databases, gather and analyze data, and prepare annual reports on faculty participation in student progress and program events. Required Qualifications Bachelor's degree in a related area and/or equivalent experience or training. Minimum one year of related experience. Ability to use sound judgment in responding to issues and concerns. Solid communication and interpersonal skills to communicate effectively with all levels of staff, faculty, and students verbally and in writing. Solid organizational skills and ability to multi-task with demanding timeframes. Ability to use discretion and maintain confidentiality. Preferred Qualifications Knowledge of common university-specific computer application programs. Knowledge of department, organization, and university policies, procedures, and directives. Knowledge of department and school/college major course requirements. Ability to work in diverse groups, including students, staff, faculty, the general public, and external vendors. Prior experience with undergraduate or graduate-level curricular affairs. Prior event planning experience. Prior experience with work/task management platforms for managing tasks and projects. #J-18808-Ljbffr University of California - San Francisco