Neuroscience Program Coordinator

% 

of time

Key Responsibilities

(To be completed by Supervisor)

Manages program’s courses, seminars, and annual retreat:

• Drafts schedule of courses to be offered each term based upon a provided course listing, enrollment trends, and faculty availability.  This includes managing program’s core courses, advanced elective courses, minicourses, Research-In-Progress talks, formal seminars, thesis seminars, fellowship writing workshops, and teaching assistant assignments for approximately 120 students per year.  
• Independently obtains classrooms for courses taking into account the requirements and restrictions of the Campus Scheduling Office, past enrollment trends, instructor preferences, equipment and facility needs, department and campus needs. Consults with Campus Scheduling Office and instructors on issues regarding obtaining appropriate classrooms and advises faculty or senior level manager on options.  
• Works with other departments to set up cross-listed and room-shared courses.  
• Collects, analyzes, and provides statistics on enrollment trends to department management.  
• Manages student enrollment for efficient use of classroom space and resources, and ensures students are enrolled based upon established priorities.  
• In consultation with faculty, drops no-shows and replaces them with the highest-priority waiting-list students.   
• Prepares and submits course approval forms to the Committee on Courses of the Academic Senate when the department proposes additions, changes, or withdrawals of courses.  
• Provides information to faculty and visiting instructors about scheduling procedures and practices and enrollment needs. 
• In collaboration with faculty leads, plans and provides onsite coordination for annual multi-day program retreat.  This includes managing the contracts for the retreat facility and other vendors, retreat agendas, and complex logistics prior to the retreat and being present during the retreat to ensure that all retreat sessions proceed smoothly. 

Manages program files and data, which may include individual learner files as well as program accreditation documentation in accordance with relevant regulatory and University policies. Creates reports to ensure accuracy and completeness of data.

•  Triages and manages confidential student health, academic probation and labor and employee issues for 120+ students, requiring judgment, independent thinking, and an ability to liaise with applicable university resources. 
• Manages student progression, ensuring students are meeting key milestones at appropriate timelines.

Monitors applicant and learner files as well as program documentation and policy to ensure compliance with established and evolving standards. Develops and maintains program processes for documentation to meet regulatory requirements.

• Manages program admissions activities including application review, recruitment visits, admissions decisions under the guidance of faculty admissions committee, and formal completion processes. Liaise with applicants and the public on admissions matters. 

Serves as point person for learners, which may include prospective health professions education program candidates; current health professions education learners; and all other stakeholders. Answers questions and disseminates program information. Resolves ad hoc issues relative to program learners. Advises learners on planning, initiation, and completion of their studies. Communicates clinical learning opportunities and curriculum requirements and effectively communicates information about learners' program choices.

• Serves as point of contact for program’s students for academic and personal matters. 
• Provides support to student groups to increase retention and diversity in student population. 

Manages operational components of the program specific to the employment of learners which may include human resources onboarding; appointment paperwork; credentialing; managing training grants; payroll management (FTE tracking); benefits and leave advising; and Medicare reimbursement reporting.

• In collaboration with GMU finance team, determines student funding budgets and program support for students in first and second years, including identification and assignment of funding sources. Liaises with outside departments, school, and institutes to establish funding for all other students in the graduate programs. 

• In collaboration with faculty director and GMU administrative director, manages federal training grant, including managing student appointments, annual progress reports, and periodic grant renewals. 

Works with program managers and / or faculty to meet the educational needs of program learners through collaborative development and implementation of programmatic activities, which may include program competencies, curriculum, and exams.

• Participates on committees representing the program, participating in short term and long-term planning.  This includes participation in the meetings of the faculty executive committee, admissions committee, curriculum committee, formal seminar committee and retreat planning committee. 

Participates in budget development and tracks expenses for the program and / or relevant health professions educational activities. Generates reports and recommends methods to reduce costs. Collaborates with program management on financial issues within the program.

• Creates, maintains, and tracks program’s non-payroll operating budget to ensure funding for programmatic and curricular activities. 
• Manages the quarterly student tuition and fee payment process, oversees Discovery Fellowship expenditures, and processes reimbursements and payments to external vendors. 
• In collaboration with GMU finance team, processes cost transfers as needed. 
• In collaboration with GMU Administrative Director and Program Director, manages program’s financial resources for operational needs, including liaising with outside departments and institutes and identifying and pursuing funding opportunities and revenue streams. 

Liaise between program and / or departmental administration and University stakeholders. Develops new approaches or methods for maintaining effective communication. Participates in campus-wide committees.

• Supports program participation in professional and outreach conferences and providing public relations support. 

• Facilitates efforts of various departments, managers and outside constituencies to ensure interdisciplinary collaboration, with particular focus on the UCSF Office of Graduate Education and Postdoctoral Affairs, UCSF Office of the Registrar, UCSF Academic Senate, eight other UCSF PhD graduate programs, the Gladstone Institutes, Weill Institute, and Kavli Institute. 

Develops and maintains program communication resources, which may include maintaining the program website to ensure updated information and program requirements; generating informational brochures; creating and updating program or course syllabi; assisting with journal submissions; manage program marketing and collateral production; and maintaining email and address lists. Implements new ideas on ways to improve program communication.

• Maintains program website
• Updates departmental websites with academic information. 
• Creates and maintains email listservs.