Senior Coordinator for Postdoctoral Affairs and Graduate Studies

Posting Details

Position Information

Working Title Senior Coordinator for Postdoctoral Affairs and Graduate Studies
Classification Title Senior Coordinator
Position Number J0083461
Hours Per Week 40
Department Office of Postdoctoral Affairs
Campus Location Kansas City Metro
Student Position No
Position Summary

Manage the postdoctoral appointment process, career development program and the budget responsibilities for the Office of Postdoctoral Affairs (OPA) under the direct supervision of the Director of Postdoctoral Affairs and Graduate Studies. The office of Postdoctoral Affairs and Graduate studies is overseen by the Dean of Postdoctoral Affairs and Graduate Studies. In addition, the Senior Coordinator will work in collaboration with a Postdoctoral Advisory Board (PAB). Duties will include management and development of postdoctoral data, interpretation and implementation of policy and establishment and maintenance of communications with other KUMC departments, plus numerous annual events related to the program for over 100 KUMC postdoctoral fellows. Duties will also include management and maintenance of the postdoctoral webpages. Primary liaison regarding all postdoctoral appointment and activity issues for the Office of Postdoctoral Affairs and Graduate Studies (OPAGS). Represent the OPAGS in meetings, both internal and external (regional or national) when appropriate.

Required Qualifications

Baccalaureate degree in Business Administration, Education, Science, or related field. Professional experience in an academic setting may be substituted on a year-for-year basis. At least two years of progressively responsible experience in an administrative role. Proficiency with word processing, spreadsheets, MS Access, PeopleSoft, RedCap, databases, graphic and desktop publishing software. Demonstrated ability to communicate effectively, both orally and in writing. Ability to interact effectively with faculty, researchers, physicians, administrators and other professionals. Strong organizational skills and the ability to coordinate multiple tasks simultaneously and manage competing and shifting priorities Experience in project management.

Preferred Qualifications

Advanced degree in a relevant field (MS, MHSA) Administrative experience in an academic medical center Demonstrated ability to preserve the confidentiality of issues and records handled in the office. Demonstrated sensitivity, awareness and ability to establish and maintain effective relationships with diverse groups of people.

Environment Office
Physical Requirements Sedentary
Probation Status

Subject to the regulations of the State of Kansas, the Board of Regents and the University of Kansas Medical Center, I understand and agree that I may be subject to a probation period and during the probation period I serve at the pleasure of the Executive Vice Chancellor of KUMC and my employment may be ended at any time during that period.

Hiring Range up to $48,500
EEO Statement

KU Medical Center is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disability status, or genetic information.

Job Duties

Description of Job Duty

Office of Postdoctoral Affairs and Graduate Studies (OPAGS). Act as an advocate for the OPAGS and the postdoctoral fellows, articulating the importance of each to the success of the university. Prepare ad hoc reports as requested by the Dean of Postdoctoral Affairs and Graduate Studies, or the Director (OPAGS), university administration and departments.
• Supervise, train and provide work assignments to clerical and other seasonal employees as directed by the OPAGS Director;
• Attend both internal and external meetings, when appropriate, related to National Postdoctoral Association.
• Attending the AAMC National Meeting and special sessions in November, when funds are available for the purpose of remaining current on postdoctoral and mentoring issues.

Description of Job Duty

Maintain and optimize the Postdoctoral Affairs Office including the KUMC Postdoctoral Advisory Board. The KUMC Postdoctoral Advisory Board (PAB) is composed of faculty, staff, and postdoctoral fellows which advise the office in matters related to postdoctoral fellows. Work in collaboration with PAB to: Revise the Post-doc Handbook created in 2008-09 Manage and enhance a post-doctoral career development program for KUMC postdoctoral fellows Manage and enhance an orientation program for newly appointed postdoctoral fellows Coordinate a survey for postdoctoral fellows and their PI’s. Manage the annual Individual Development Programs of all postdocs. Write and distribute a quarterly newsletter for all postdoctoral researchers and their mentors.

Description of Job Duty

Post-doctoral appointments:
• Review all postdoctoral appointment requests for adherence to the guidelines established by the University
• Interact with and assist, as necessary, the staff of the Registrar’s Office and the Vice Chancellor for Finance to assure accurate and timely processing of postdoctoral appointments
• Provide guidance to department Chairs, Administrators and departmental postdoctoral PI’s to ensure compliance with University policy and the procedures of the institution regarding working with postdoctoral fellows
• Prepare, in a collaborative effort with the registrar, HR and the academic departments in all three schools and three campuses, all offer letters for postdoctoral fellow positions to ensure that they are correct and meet institutional standards and prepare them for approval by the VCAA
• Serve as the OAA representative to the American Academy of Medical Colleges (AAMC) regarding requested data or information about postdoctoral fellows and the postdoctoral program. Manage the process, collaborating with the Registrar’s Office, the list of current postdoctoral fellows and bill department for postdoctoral fees, per semester (certificate, SGC, GSC and 5 to our RRF account) Maintain updated electronic copies of Curriculum Vitae for postdoctoral fellows. Serve as liaison to and coordinate with academic departments to ensure accuracy of post-doctoral fellow data, definitions and processes. Track the placement of postdoctoral fellows for a period of 5 years following the termination of their appointment at KUMC. Coordinate communication/announcements for events and other interactions relating to postdoctoral fellows and/or graduate students. Coordinate exit procedures, with departments, for postdoctoral fellows to receive their certificates.

Description of Job Duty

Plan & coordinate Events & Activities: “Meet and Greet” event Orientation Plan, coordinate and support the activities of the: Postdoctoral Advisory Board (PAB), including the agenda and minutes; KUMC Postdoctoral Society (KPS); Student Research Forum and the Forum’s Annual Banquet; Postdoctoral, Resident and Fellow Research Day, in collaboration with the Graduate Medical Education (GME) office; Responsible Conduct for Research (RCR) training; and National Postdoctoral Week event and holiday party Plan and coordinate meetings and career development workshops for post-docs, including when appropriate, graduate students. Provide assistance to postdoctoral fellows and academic departments as appropriate. Communicate to the Dean of OPAGS problematic issues and concerns that impact postdoctoral affairs activities and programs or the effectiveness and efficiency of the program. Consult with the Dean of OPAGS, Director of OPAGS and/or the Postdoctoral Advisory Board to formulate and implement appropriate strategies to address problematic issues and concerns. Responsible for management of postdoctoral related websites so that information remains accurate, updated, and timely about postdoctoral affair issues, career development programs, timelines, deadlines, activities and resources. Institutional websites include but may not be limited to: Postdoctoral Affairs; KUMC Postdoctoral Society; All other pages containing postdoctoral information.

Description of Job Duty

Fiscal Responsibilities: Manage all state speedtypes and endowment accounts, under the direction of the Director of OPAGS, related to all postdoctoral programs and activities including: Student Research Forum; Reimburse students for expenditures and travel expenses for speakers (honorarium, flight, hotel, meals and transportation); banquet expenses; Travel awards for winners; Resident, Postdoctoral and Fellow Research Day; Discuss and establish budget with Vice Chancellor for Research and identify potential internal speakers; KUMC Postdoctoral Society (KPS); Postdoctoral fees charged to each of the departments.

Description of Job Duty

Create and publish policies for the Office of Postdoctoral Affairs and Graduate Studies. This includes the writing of the policy, sending the policy to appropriate bodies for review and approval, and publishing the policy in the KUMC policy vault.

Description of Job Duty

The incumbent may be expected to perform appropriate duties or collaborate on various projects which contribute to the efficient functioning of the Office of Postdoctoral Affairs and Graduate Studies. Those duties include assisting or working with the Dean and Director of OPAGS on special projects. Special projects include, but are not limited to, career development projects for graduate students, postdocs, faculty and staff; work with the Senior Coordinator of Faculty Affairs for database related issues; The incumbent may be required to participate effectively in regular or special staff meetings, or assigned to serve as staff support at meetings other than those for which the incumbent is responsible. Other duties may also include assuming overflow work on occasion. The incumbent will be expected to contribute to the maintenance of harmonious relationships within the Office of Postdoctoral Affairs, the Office of Academic and Student Affairs, the Medical Center, and with persons external to the office.

Description of Job Duty

Special Note Any unauthorized disclosure of confidential information can be extremely damaging to the institution. Ability to keep such information confidential is absolutely required. Failure to do so will be considered grounds for disciplinary action, including dismissal.

Supplemental Questions

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Documents Needed To Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation