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University of Rochester Graduate Coordinator - 224965 in Rochester, New York

Graduate Coordinator

Job ID



The College

Full/Part Time


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Full Time 40 hours Grade 051 Biology Col




Position Summary:

Under the general direction of the Chair and the Graduate Affairs and Admissions Committees and with considerable latitude for independent judgement, supports a large academic/research department and helps to create and maintain the standard of customer service in the department. Sole and independent overseer and administrator of the graduate program in the Department of Biology. Serves as sole contact for all faculty, graduate students, staff and visitors regarding any and all graduate related issues. Serves as administrative lead on two departmental committees: Graduate Affairs and Graduate Admissions. Works directly with central university services such as the Registrar, Bursar’s Office, Event & Classroom Management, IT, and others.


Graduate Affairs:

  • Responsible for the graduate program, which serves approximately 40-50 graduate students, both international and domestic. Significant interaction with international students and often assists with things like acclimating to the United States, finding housing, explaining cultural norms. Responsible for graduate student payroll, including hiring students to the system, terminating students, processing distribution changes, retro-active account changes (800 forms), and extra compensation forms (211). Monitors graduate program budget.

  • In consultation with the Graduate Affairs and Admissions Committee (GAAC), oversees, coordinates and is responsible for graduate orientation week. Assigns and hires teaching assistants, schedules lab rotations and rotation talks. Registers all students each semester for the appropriate courses and required credits. Advises each student on his/her program of study. Handles all student petitions and requests for the GAAC.

  • Organizes and coordinates all aspects of the PhD qualifying exams. Assists students in registering their dissertation and is responsible for providing students with the current procedures, rules and deadlines. Oversees the process from beginning to end and ensures that each student meets the requirements and deadlines. Reviews and assesses preliminary pages of the dissertation to check for completeness, making sure content and format requirements are followed. Prepares seminar flyers and mailings, and provides administrative support and refreshments on the date of the defense.

  • Maintains up to the minute knowledge of University and Department graduate policies and regulations. Monitors student records to ensure that students have taken Department and University required courses and grades are submitted properly and on time. Maintains student records.

  • Provides administrative support for graduate level course, BIO 581. Obtains and uploads scientific papers to Blackboard for each lecture.

Graduate Admissions:

  • Handles all inquiries from prospective graduate students and aids them in their application for admission to the program. Uses Slate to track and organize all graduate applications. In consultation with the GAAC, coordinates and oversees all graduate recruiting weekend activities. Prepares faculty reviews/evaluation reports and schedules meetings to discuss possible offers. Prepares the admissions report for the Dean and notifies applicants of the committee’s decision. Provides follow up correspondence to applicants and answers questions about the offer, city and graduate program. Provides information to students to begin their graduate program in the Fall.

  • Works closely with international students and ISO to complete paperwork for student visas.


  • Handles all visiting student cases and works with the Office of Global Engagement to coordinate each visitor’s visa requirements.

  • Serves as the department’s designated telephone coordinator. Responsible for the installation of all phones and data drops. Provides administrative support to department members regarding phone use and capabilities. Monitors billing for phones, data, labor and installation charges.

  • Organizes monthly department TGIF social gatherings and the annual department picnic. Orders food, coordinates set up, tear down, and takes care of all payments and invoices. Assists with annual holiday party preparations, set up, tear down.

  • Maintains and updates the departmental photo display outside the main biology office.

  • Position interfaces with: AS&E Graduate Education and Postdoctoral Affairs (GEPA) office, University Dean of Graduate Education office, Office of Global Engagement, International Service Office, University Health Services (UHS), the Registrar, the Bursar’s Office, IT, Event & Classroom Management, and other outside vendors such as hotels, restaurants etc.

  • Software used on a daily basis includes: Microsoft Suite, Adobe Acrobat, Blackboard, Slate, Box, HRMS


Bachelor’s degree and/or equivalent education and experience. Candidate should be familiar and comfortable working with web-based systems and with Microsoft applications such as Word, Excel, and Outlook. Position calls for strong technical skills and a willingness to learn new applications as the needs of the office change. Ideal candidate must be customer-service oriented, with a talent for multi-tasking and working with a wide demographic of people. A proactive can-do attitude is essential. Strong interpersonal, written and verbal communication skills are essential. Position calls for a high level of maturity, professionalism, confidentiality, tact, diplomacy, and organization. Ideal candidate will be energetic, clear and practical, with the ability to think quickly on the fly.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled