"Clerkship Program Specialist- MCG Physiology"

Job Summary

Provides essential administrative and operational support for the Department of Physiology's two graduate programs: the Master's in Medical Physiology Program and the Physiology Biomedical Sciences Graduate Program. This position serves as the primary liaison, coordinating communication between the academic department, program faculty, and the university's central Graduate School/College. Core responsibilities include managing the admissions cycle, assisting with recruitment initiatives, and providing student support. Furthermore, the role involves event planning and execution for key departmental functions, including recruitment events, specialized departmental lectureships, and the annual Physiology research symposium.

Responsibilities

• Manages the official system of record by entering course details and facilitates program logistics by scheduling meetings, distributing seminar and journal club announcements, coordinating room setups, and submitting necessary AV/IT requests. This role requires fluency in institutional data systems such as Banner, Pounce, Curriculog, and OneUSG to complete data entry and reporting needs. Additionally, the program specialist is responsible for processing and monitoring Graduate Laboratory Assistant (GLA) time entry to ensure correct compensation and adherence to hours worked policies.
• Manages special projects as requested by the Chairman, Department Administrator, and Program Directors. This includes providing logistical oversight for departmental events, such as special lectureships and the annual research symposium. Some specific execution tasks involve developing and producing event materials, coordinating catering arrangements, and personally managing event setup and breakdown. This role requires the ability to proactively execute a broad range of varying administrative support duties to ensure departmental events are successful.
• In coordination with the departmental Program Directors, AU Marketing Division and The Graduate School coordinate efforts to market the department programs to help recruit a varied and qualified pool of prospective students. In coordination with the Program Director(s), maintain the accuracy of the program's information on the department website and in the university catalog/handbook.
• Conduct market research of peer programs in the Southeast region to identify possible recruitment pathways and competitive advantages.
• Assist the Program Director(s) with the timely and accurate submission of all required student and programming forms and documentation (e.g., degree audits, graduation requirements, application materials).
• Monitor the program's operating budget and track expenditures in coordination with the Department Administrator.
• Manages all programmatic procurement functions, including processing orders for supplies and equipment through eShop and the PeopleSoft Financials requisition system. This responsibility includes ensuring strict compliance by securing and validating all necessary documentation (e.g., Data Security, Tax Exemption, and Technical Exemption forms, W-9s) and acting as the primary liaison with vendors to obtain and submit required financial paperwork.
• Assist the Program Directors with the hiring and assignment of Graduate Assistants (Teaching Assistants, Research Assistants, Lab Assistants, etc.) within the department.

Required Qualifications

Associate degree from an accredited college or university and one year of experience. OR High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization is required and a minimum of four years of progressively responsible office support experience.

Preferred Qualifications

Proven ability to manage multiple tasks, prioritize effectively, and work autonomously with minimal supervision. Must be able to communicate effectively and professionally with internal and external stakeholders.

Knowledge, Skills, & Abilities

KNOWLEDGE

Proficient in Microsoft Office and other computer software/databases.

SKILLS

Excellent interpersonal, written, and verbal communication skills.

ABILITIES

Ability to maintain confidentiality. A self-directed, enthusiastic, and motivated approach combined with a commitment to maintaining a consistently professional demeanor and appearance is required.

Shift/Salary/Benefits

Shift: Days; Monday - Friday (Work outside of normal business hours may be required).

Salary: $17.88-$21.92 per hour.

Pay Band: B5

Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position.

This position is (fully/partially) funded through external sources. Continued employment is contingent upon the availability of these funds.

Recruitment Period: Until Filled.