Indiana University Purdue University Indianpolis - IUPUI
Location: Bloomington, Indiana,
Internal Number: 297635
HEALTH SCIENCES (BL-MED-IUBLA)
Under limited supervision, oversee a variety of routine and non-routine functions related to the daily support of the IU School of Medicine (IUSM) - Medical Sciences Program, an office comprised of a Bloomington campus responsibility center, which supports undergraduate and graduate education, and a medical education center for the Indiana University School of Medicine. Duties include, but are not limited to, coordination of the Cell, Molecular and Cancer Biology graduate program and the Education track in Anatomy PhD program admission processes, tracking graduate student academic progress, undergraduate and graduate student academic records support, and coordination of the Medical Sciences Seminar series. The position works closely with both the Associate Instructor (AI) committee and the Undergraduate Teaching Associate (UTA) program in preparing acceptance, alternate and rejection letters for AI and UTA positions each fall, spring and summer sessions. This position also performs other administrative job functions such as:
Graduate Student Admissions
Responsible for all duties associated with both the Cell, Molecular and Cancer Biology (CMCB) and the education track in Anatomy PhD programs' admission processes. Provide support for graduate program recruitment activities. Provide information and counsel about academic programs, admissions, and financial aid, to prospective students, parents, faculty, college advisors, and others.
Communicate with graduate applicants regarding their admittance to the programs. Prepare letters of acceptance, financial aid and denial. Synchronize information sharing among the IUSM-Medical Sciences Program, the University Graduate School, potential graduate students, and other internal and external institutions (e.g., Office of International Services IUB, IUPUI). Assist incoming graduate students with relocation to campus. Maintain records and databases of applications; update and purge as necessary; gather and collate information from records and prepare reports as necessary. Design and develop content for promotional and informational brochures.
Graduate and Undergraduate Student Records
Work with various University departments to ensure graduate and undergraduate students have access to needed services (registration, parking, computer access, etc.) Monitor and update graduate and undergraduate student academic records (change of grades, address, etc.). Interpret degree requirements and monitor student's progress toward M.S./PhD degree completion using the Indiana University Graduate School bulletin. Communicate with graduate students, when necessary, concerning degree progress issues. Assist the advisor for the Medical Sciences Minor with information requests and questions about the undergraduate minor. Provide information and guidance to students about University, School, and department policy, graduation requirements, and transfer graduate credit. Work in the student information center (SIS) managing student program/plan and program/stack.
Monitor and update graduate and undergraduate education information on website. Work with the Assistant Director for Undergraduate Education to update the Medical Sciences section of the University Graduate School Academic Bulletin, and the undergraduate course listings in the College of Arts and Sciences Bulletin.
Medical Sciences Seminar Series
Assists Chair of the Medical Sciences Seminar Series Committee, design and distribute flyers and emails, prepare itinerary for speakers (communicates with speaker to make necessary travel arrangements, schedule speaker's appointments with University personnel, etc.). Prepare documents for travel reimbursements and honorarium payments.
Shared Student Record Duties
Provide permissions for all graduate and undergraduate students enrolled in IUSM-Medical Sciences courses. Monitor class waitlists and drop/add for undergraduate and graduate Medical Sciences courses. Serve as grade proxy to enter final grades for selected undergraduate and graduate Medical Sciences courses. Student records must be handled in accordance with FERPA guidelines.
Work with BEST each semester to populate database of Medical Sciences instructors to be evaluated in the OCQ. Maintain a database of faculty evaluations which are used for annual faculty reviews.
Provide cross coverage and support of others during peak times and project times of the year.
Assists with administrative needs related to the daily operations, planning, and implementation of various or multiple student services initiatives. Performs duties such as attending a front desk, answering phones and email, and delivering messages and mail.
Serves as a liaison to campus partners for cross-departmental student services initiatives, providing information, securing space reservations, scheduling planning meetings, and providing necessary documentation.
Provides assistance to student participants, stakeholders, faculty, and/or staff; acts as a resource by analyzing information, providing documentation, and preparing reports. Accurately maintains electronic records and databases.
Provides directions, support, and information to student organization representatives and other visitors to the department.
Assists with daily scheduling, training, and gathering of student feedback. May prepare and disseminate handouts, presentations, or other materials.
May assist with ordering or creation of promotional materials for student organizations or departmental needs.
May provide guidance to other Student Services Coordinators.
High school diploma or GED.
2 years of experience in an office environment, higher education, or a related field.
Proficient communication skills.
Maintains a high degree of professionalism.
Demonstrated time management and priority setting skills.
Demonstrates a high commitment to quality.
Possesses flexibility to work in a fast paced, dynamic environment.
Highly thorough and dependable.
Demonstrated ability to maintain confidential information.
Demonstrated customer service skills.
Commitment to working with people of diverse backgrounds and demonstrated cultural competency.
Working Conditions / Demands
This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.
Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.
This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
If you wish to include a cover letter, you may include it with your resume when uploading attachments.
New employees will be provided with information regarding Indiana University's COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page .
Equal Employment Opportunity
Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information .
Campus Safety and Security
The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online . You may also request a physical copy by emailing IU Public Safety at [email protected] or by visiting IUPD.
About Indiana University Purdue University Indianpolis - IUPUI
Founded in 1820, Indiana University is the state’s public university system, comprised of two core campuses—IU-Bloomington and IUPUI—and six regional campuses located throughout the state. Combined, the total student population is more than 114,000 undergraduate, graduate and professional school students. IU is one of the largest employers in the state, with over 20,000 faculty and staff. Indiana University is an equal employment and affirmative action employer and a provider of ADA services. Diversity and inclusion remains a core commitment to IU’s mission to cultivate an educational environment that supports equal access, participation and representation on all of its campuses and that provides educational and career opportunities for all.