Job Abstract

Job ID

2024-16511

Campus

Bronx

Employee Classification

Exempt

Department

Office of Graduate Education

Position Type

Regular Full-Time

Program Coordination/Administration:

• Work with both the Program Manager for the Belfer Institute and the Director of the Career and Professional Development (CPD) Program.
• Oversee all administrative aspects for the Belfer Institute, CPD, and Biomedical Sciences Leadership (BSL) Program (a Belfer Institute/CPD joint leadership skills development initiative) events to ensure smooth and successful program delivery, including program planning, coordination of events, and event follow-up.
• Coordinate and administer the annual calendar of professional development programming for graduate students, postdocs, and researchers across the Belfer Institute and CPD Programs.
• Facilitate annual postdoctoral fellow reappointment process; maintain accurate record of submissions; update in Faculty Records database.
• Identify 4^th year postdocs; notify faculty mentors one year in advance of 5-year anniversary date and follow in accordance with the Postdoctoral Term Limit Policy.
• Provide administrative support, track attendance and update course completion in the Faculty Records database for the annual Responsible Conduct of Research course.
• Manage CPD budget by tracking and reconciling expenses related to program expenditures.
• Coordinate with the Belfer Institute and the Career and Professional Development team to process department reimbursement expenses as well as submit requisitions for supplies and services using online ordering system.
• Serve as a liaison for the Belfer Institute, CPD and the Graduate Division.
• Perform other related duties as assigned.

Database and Website Management:

• Maintain College Central Network (job) database for CPD, including twice-yearly student and postdoc bulk uploads, posting new jobs, and contacting employers with expiring job postings.
• Develop and maintain list of alumni & employers (companies and contacts).
• Maintain listing of external contacts and speakers for CPD programming and events.
• Update websites and online calendars for the Belfer Institute and CPD programs, ensuring accurate and timely information on upcoming events, resources, and deadlines.
• Assist in maintaining internal Belfer Institute postdoctoral fellow database.
• Liaise with web team and IT department to make updates to CPD and Belfer Institute website.

Communication:

• Curate and edit content for the Belfer Institute weekly and monthly newsletters.
• Collaborate with CPD Director to develop periodic program update newsletters.
• Assist in monitoring the general inbox for the Belfer Institute, CPD and Biomedical Sciences Leadership Program (BSL).

Collaboration & Support:

• Collaborate with the Graduate Division Office on joint activities and work with other institutional offices (e.g., Office of Diversity Enhancement, D. Samuel Gottesman Library, Office of Biotechnology & Business Development) as needed.

EDUCATION AND EXPERIENCE

• Bachelor's degree preferred.

• 3-5 years of administrative experience minimum, preferably in an academic environment.

SKILLS AND COMPETENCIES

• Excellent interpersonal, communication (written and oral), and organizational skills.

• Detail orientated with the ability to prioritize, manage multiple tasks, and work independently and collaboratively.
• Technical proficiency to be trained in the use of new software (e.g., Banner) technologies.
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel), Adobe Acrobat, and internet navigation.
• Experience with calendar management, scheduling meetings, and maintaining minutes preferred.
• Knowledge of marketing software (Constant Contact, MailChimp, Canva) is a plus.
• Experience with expense management systems (Concur, EPRO) and purchase orders is useful, but not required.

The Belfer Institute for Advanced Biomedical Studies and the Career and Professional Development (CPD) Program are dedicated to fostering collaboration, excellence in research, and career readiness for graduate students and postdoctoral fellows.

We serve a vibrant community of over 300+ graduate students, and 230+ postdocs, and early career researchers providing them with the resources and support they need to achieve their academic, career, and professional goals. This is an exciting opportunity to join a team committed to making a positive impact!

In this position, you will play a key role in ensuring the smooth operation of both the Belfer Institute (Postdoctoral Affairs Office) and the CPD Program. As an ambassador for these programs, you will collaborate and interface with students, postdocs, faculty, and staff to deliver exceptional professional development experiences.