Position Information Position Title Education Program Coordinator Campus IUPUI - Indianapolis Department DEAN MED-GRADUATE AFFAIRS (IN-DMGA-IUINA) Department Information Job Summary *IU EMPLOYEES ONLY * The IUSM Graduate Division team invites applications for a newly created position, the Education Program Coordinator for the IBMG (Indiana BioMedical Gateway) program. This individual will assist in activities relating to recruitment, admissions and retention of all IU School of Medicine graduate students (including MD/PhD students), through providing support and collaboration in aspects of IU School of Medicine Graduate Division programs and activities. Recruitment and Admissions: Coordinates, tracks and organizes IBMG application processing (approximately 200 applications are received per year and approximately 25-35 applicants are enrolled annually) for the IBMG program via the eGrad Application system and OnBase. Responsible for ensuring all critical data has been redacted from transcripts and other application support material. Ensures all documents are uploaded and matched to the appropriate applicant within OnBase. Assists, as needed, with verification of applicant materials and collaborates with the IBMG Program Directors to ensure compliance with all other regulatory requirements. Accurately enter applicant data into IBMG applicant tracking database to provide a cohesive snapshot of admissions data to IBMG Program Directors. Assist with preparation of materials for Admission Committees interview and meeting days. Assists with compilation and updates to external university contacts database for recruitment and relationship building purposes with undergraduate advisors. Prepares mailings to external university contacts at direction of IBMG Program Directors. Conducts data entry, prepares mailings for pre-and-post events and various stages of the recruitment cycle, and provides a cohesive snapshot of attendance of recruitment events to IBMG Program Directors. May attend and represent the IBMG program at local recruitment events to facilitate the identification, recruitment, and selection of program participants. Provide back-up in greeting prospective students, faculty, and visitors in-person and on the telephone, by answering questions, providing materials, and making appointments with the IBMG Program Directors. Project Management for Recruitment and Retention: Under the guidance of the IBMG Program Directors, assists with planning, coordinating and implementing various recruitment, admissions and retention activities. Secure rooms and compile participant packets. Events include the Milestone Ceremony, Fall Orientation Week for all entering students, and Campus Visits (for approximately 100 applicants/year). Conducts data entry and compilation for retention events and provides a cohesive snapshot of attendance to IBMG Program Directors. Takes the lead to plan and execute Graduate Student Appreciation Week. Will be responsible for announcements, registration, attendance tracking, reminders, vendor contracts, and follow-up reporting. In collaboration with the IBMG Program Directors, organizes at least four student social activities each academic year and assists with activities carried out by the IUSM Graduate Professional Student Government. Works closely with University preferred vendors to select recruitment and retention supplies, following University policy and adhering to budget guidelines. Summer Research Program Administrator: Serve as liaison and primary contact for the Undergraduate Research Experience in the Biomedical Sciences. Works closely under faculty directors supervision to provide program information to prospective program applicants and selected participants. Assists with design of media and marketing materials for program recruitment. Facilitates the application review process for (50-100 applications per year) including receiving and compiling the applications and presenting these to the faculty director, faculty review committee, and IBMG program directors. Processes e-docs, arranges housing, parking, and university ID requests, prepares handbook and welcome materials, requests building and computer access as well as makes arrangements for meetings. Ensures budget and all University policies are followed. Administrative: Responsible for making travel arrangements for the IBMG Program Directors, current students and faculty assisting with recruitment events, and all prospective students invited (approximately 100/year) to the IUSM IBMG recruitment visits. Provides administrative support to the IBMG Program Directors and associated committees as needed. Create, maintain, and secure confidential student records for the IBMG program. Office tasks including answering and responding to telephone inquiries, welcoming students, faculty, staff and the public to the office and assisting with questions, forms, information and referral to other resources for assistance. Responsible for creating purchase orders for supplies, reimbursements and services related to the IBMG program. Provides back-up to the Graduate Programs Assistant. Required Qualifications REQUIRED : High School Diploma or equivalent, plus 3 years of office experience. Combinations of experience and education at a 2:1 ratio. Evidence of strong written and communication skills within a variety of situations. Previous experience with organizational ability, attention to detail, and ability to make decisions and exercise independent judgment in a time sensitive, high volume environment essential. Must have knowledge of standard office equipment, computer and word processing applications and some experience working with databases and/or spreadsheets. Must be able to interpret directions and written materials. Evidence of a strong customer-service orientation, self-direction, teamwork and well-developed work ethic. Knowledge of SIS /People Soft and Microsoft Office (including Access and Excel). Preferred Qualifications Bachelors Degree from an accredited institution. Experience in a university/college setting. Working Conditions / Physical Demands Salary Range Salary Plan CL Salary Grade 07 FLSA Non-Exempt Work Location Job Category Administrative/Office Support/Clerical Posting Detail Information Posting Number 08000P Open Date 05/22/2018 Close Date 05/28/2018 Open Until Filled No Posting Disclaimer This posting may be closed at any time at the discretion of the University, but it will remain open for a minimum of 5 business days. Special Instructions Summary *IU EMPLOYEES ONLY *