Job no: 497240
Position Type: Staff Full Time
Campus: UMass Boston
Pay Grade: 30
Date opened: Eastern Standard Time
Applications close: Eastern Standard Time
The Program Coordinator will serve both the Departments of Psychology and Anthropology, within the College of Liberal Arts, in the administration of graduate programs, faculty grants and program spending, and in some cases, internship coordination for graduates and undergraduates. The incumbent will assist the Graduate Program Directors of the Psychology Department’s Developmental and Brain Sciences (DBS) PhD Program and the Anthropology Department’s current Historical Archaeology MA program and an anticipated additional MA degree in Public Anthropology with student recruitment, program marketing, student assistantship and other employment contracts, and program purchasing and grants management. The position will also involve coordinating internships for Anthropology undergraduates and graduate students in public anthropology and assisting with grants management for Anthropology.
Examples of Duties:
- Prepare and manage the Curriculum Trust Fund for all graduate programs within the Departments of Psychology and Anthropology; responsible for all program-related purchases, including purchases relevant to graduate program needs and manage all program and some department procurements through the university ProCard; maintain ProCard log and reconcile all purchases; responsible for general advertising and recruitment expenses, as well as administrative and/or program forms as needed;
- Liaise with the Office of Research and Sponsored Programs (ORSP) and College of Liberal Arts (CLA) Dean’s Office on issues related to funded projects and departmental budgets;
- Coordinate the recruitment and admissions process for new students; communicate with and coordinate advertising on national and international listservs and websites for organizations of relevance to interests to the expertise of program faculty; respond to student inquiries, distribute requested materials and assist students with questions about the application process; notify applicants of their admissions acceptance or rejection;
- Assist graduate students with all questions regarding program and university policies and procedures, having courses transferred/replaced/waived, administrative items needed for graduation, teaching assistantship requirements, and similar items;
- Schedule, organize logistics and advertise program activities related to admissions and student milestone events (research/dissertation presentations/defenses, and orientation); maintain graduate program alumni relations and correspondence;
- Prepare and manage, in consultation with the department’s graduate program directors (GPDs), all student stipend contracts in compliance with the graduate employee union and University policies; maintain program and student data and provide data upon request to GPDs for periodic and annual reports of program activity for departmental, college and university-wide distribution;
- Assist the GPDs and individual faculty with web page design, updating of content and general website maintenance;
- Prepare and maintain periodic and annual reports of program activity for distribution;
- Perform other duties as assigned.
Duties Specific to the Anthropology Department:
- Generate and review monthly financial reports for sponsored projects and other departmental funds for accuracy and distribute to Principal Investigators (PIs), the Department Chair, and other staff as appropriate;
- Assist faculty and staff with the development of project budgets, proposal routing forms, and other materials in support of grant proposals; assist in the preparation of personnel action forms and purchase orders for projects, as well as assist with aspects of project reporting as appropriate;
- Develop and maintain a database of internship contacts and opportunities for students; recruit students for internship opportunities, and provide support and end assessment for student interns; liaise with community organizations to understand their goals, needs, and opportunities for student internships or other collaborative projects; serve as a departmental representative in efforts to promote and expand internship and part-time job opportunities for students, in both non-profit and for-profit organizations;
- Resolve problems related to student internships off-campus; enforce policies to ensure off-campus agencies and student interns are meeting program requirements;
Duties Specific to the DBS Program role in the Psychology Department:
- Independently arrange critical student recruitment events at national conferences and organize student applicant interview days on campus; arrange for hotel and transportation needs of applicants as well as meeting and interview schedules and lunch and dinner arrangements for the group;
- Independently arrange annual orientation for new students, including introducing them to the program, department and campus; arrange for breakfast, lunch and orientation activities and events;
- Inform graduate students about planned course offerings within the DBS Program, as well as opportunities in related programs such as Biology; assist students with the guidelines and forms necessary to obtain credit for courses taken outside the department or University;
- Attend, record and keep minutes for monthly program meetings;
- Assemble evaluation surveys for all DBS courses and distribute to students to complete each semester; compile results, analyze data and create a summary sheet for the Department Chair and GPD to review; maintain a complete history of DBS course evaluations; upon request, provide specific evaluation results and comparison summaries for specific faculty for various needs;
- Oversee the qualifying exams process each year; collect all exams from students and assign them to faculty to grade; compile feedback from all faculty into one document per student and release grades and feedback to students.
Bachelor’s Degree and a minimum of three-five (3-5) years of professional work experience in an academic or equivalent departmental setting, which must have included one year of financial management experience, is required.
- Familiarity with and experience with internal grant submissions and human resources work is preferred.
- Familiarity and experience with academic, as well as external federal and/or private funding mechanisms is preferred.
- Familiarity and experience with regulations and submissions to the human-subject (IRB) and Institutional Animal Care and Use Committee (IACUC) and with environmental health and safety and human resources is preferred.
Knowledge, Skills and Abilities:
- Knowledge and advanced skill in the use of Microsoft Office, as well as other administrative systems including Google docs, Adobe Acrobat, and PeopleSoft;
- Ability to work independently and with other central administrative units of the college and university;
- Ability to understand and apply university policies and procedures;
- Ability to maintain accurate records and to prepare summary reports;
- Ability to be flexible and meet changing demands;
- Strong oral and written communication skills;
- Strong financial management skills;
- Strong organizational skills;
- Strong commitment to customer service.
Please apply online with your resume, cover letter and list of three professional references.
Review of candidates will begin following the application closing date.
Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 7 business days of the posting. All other candidates will be considered after that period.
Salary Ranges for the appropriate Pay Grade can be found at the following link:
Applications close: Eastern Standard Time
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The University of Massachusetts Boston provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other protected class. The University of Massachusetts Boston complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the university operates. This policy applies to all terms and conditions of employment.
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