Programming Administration for CPD and Belfer

• Coordinate and administer the annual calendar of professional development programming for graduate students, postdocs and other research trainees.
• Prepare and distribute flyers, emails, and other announcements for all CPD activities. Follow-up as required pre and post all CPD activities. Record event attendance including no-shows.
• Coordinate all venue & AV reservations, food orders, handouts, speaker arrangements, attendance, and housekeeping services as necessary for all CPD activities.
• Prepare and distribute flyers, emails, and other announcements for all Belfer-sponsored activities.
• Coordinate all venue & AV reservations, food orders, handouts, speaker arrangements, attendance, and housekeeping services as necessary for all Belfer-sponsored postdoctoral activities.
• Work together as necessary with Graduate Division Events Manager on all joint graduate student and postdoc activities.
• Liaise with other institutional offices especially Office of Diversity as needed.

Database Management

• Update and maintain College Central Network database for CPD, including twice-yearly student and postdoc bulk uploads, posting new jobs, contacting employers with expiring job postings, maintaining list of employers and key contacts, and recording event attendance and no-shows.
• Develop and maintain list of alumni & employers (companies and contacts) – for job postings, speaking engagements, partnership opportunities.
• Work together as required with Graduate Division Office on all shared application and alumni databases as well as Training Grant tables as necessary.
• Annual Postdoctoral Individual Development Plan (IDP): Notify each postdoctoral fellow of this requirement during their anniversary month. Maintain spreadsheet of IDP submissions to submit to Office of Academic Appointments.
• Postdoctoral Term Limit Policy: Identify 4th year postdocs; notify faculty mentor one year in advance of 5-year anniversary date, and follow up at 5th year to ensure policy is being followed.
• Maintain database of attendance at annual Responsible Conduct of Research course. Provide additional support for the course as needed.

Website

Update and maintain Belfer and CPD websites, including calendar and links to Career and Professional Development resources.

Education

This position requires a BA/BS and 2 or more years of administrative experience in an environment that requires attention to detail, multitasking and a high level of interpersonal and communication skills. comparable work experience/education will also be considered.

Skills and Competencies

The ideal candidate will have strong interpersonal, oral and written communication skills and the ability to effectively prioritize and be detail oriented, as well as have the ability to work independently and as part of a team. She/he will be an ambassador for the CPD to graduate students, postdocs, faculty and administration and should have a friendly, outgoing personality. She/he will need to be efficient in the use of Microsoft Office Word, PowerPoint, Excel, Adobe Acrobat, and be proficient in scanning and use of Internet. Experience with calendar management, organizing multiple meetings and taking meeting minutes is necessary.

This is a new position that will support the administrative functions of the Belfer Institute for Advanced Biomedical Studies and the Career and Professional Development (CPD) Program for Graduate Students and Postdocs. The Belfer Institute serves the needs of approximately 230 current postdoctoral scholars at the College. The Career and Professional Development Program supports the career development of approximately 310 graduate students, 7 PREP (postbac) scholars, 50 summer students and the 230 postdocs. Currently each of these offices is staffed by a single individual and there is a critical need for additional administrative support in each of these offices. Given the history of strong collaboration between the postdoctoral and CPD program (in the Graduate Division) and their converging administrative needs, a single FTE can be shared between the two programs. This will substantially enhance the functioning of these two offices.