- Undergraduate Programs Coordinator
||Undergraduate Programs Coordinator
||Senior Administrative Assistant II
Reporting to the
Registrar/Graduate and Undergraduate Programs Administrator performs
the following duties with minimal supervision.
- Coordinates the
Summer Student Fellowship and the Minority Fellowship Programs
including preparation of application materials and advertising
material; application processing; notification of awardees and
declines; preparation of Financial Assistance Award Notices;
check-in/orientation of Fellows; organization of events including
mid-summer progress reports, summer lecture series, summer student
banquet, ethics in science workshop, CRV Tioga Practicum
Research cruise, hazardous waste safety course; collection of
undergraduate safety quiz; check-out and collection of final reports
and exit survey; compilation of exit survey; maintenance of Summer
Student Fellowship/Minority Fellowship (SSF/MF) database including
compilation of admissions statistics and program statistics for the
Institution Annual Report; administrator of SSF/MF email list; acts as
a resource for fellows, chair of fellowship committee, and committee
members; tracks and maintains database of program alumni/ae.
Coordinates the Guest Student Program including application processing,
application distribution to appropriate departments, preparation of
appointment letters and check-in packets, check-in and check-out of
Guest Students, maintenance of Guest Student database; acts as resource
for Guest Students, advisors and administrators.
Coordinates specialized undergraduate fellowships such as those
associated with NSF CAREER Awards to WHOI Scientific Staff, Research
Experience for Undergraduates awards within individual Principal
Investigator's grants or for similar awards in other agency
grants/contracts. Maintains a database of applicants and awards for
these types of appointments and acts as a resource for recipients of
- Is actively involved in Institution diversity programs as a member of the WHOI Diversity Committee.
Compiles and distributes Joint Program course evaluation forms as well
as assisting with their collection at the end of each term.
Processes Travel Expense Vouchers for Joint Program student travel
between WHOI and MIT and collects payment from petty cash weekly.
- Serves as authoritative source to Institution employees relative to the Institution's undergraduate programs.
Interfaces with external sources relative to the Institution's
undergraduate programs. Identifies opportunities, defines problems, and
recommends viable solutions with respect to the undergraduate programs.
- Makes room reservation for thesis defense and prepares and distributes thesis defense notices.
- Prepares Annual Reports to donors regarding support for Summer Student Fellows.
Answers general email inquiries concerning WHOI's academic programs;
answers primary telephone line; disseminates information on Institution
and office policies and procedures for internal and external inquiries.
Assists in special projects (e.g. Joint Program commencement, annual
Open House, anniversary celebrations, program evaluations).
- Administrative support to graduate and undergraduate programs staff.
- Serves as support and backup to other Academic Programs Office positions as necessary.
- Performs other duties the supervisor may deem necessary.
Collaboration: Effectively working with and providing service to internal and external constituents; shares information and solicits input; forges consensus to reach goals; generates trust and confidence.
Communication: The ability to effectively interact with others, to develop factual and logical presentation of one’s ideas and opinions, and to display effective listening skills. Recognizes and effectively responds to verbal and non-verbal cues. Generates trust and establishes rapport. Communicates clearly in written and oral forms. Is adaptive to listener/audience styles.
solutions to immediate and long-term problems.
Results with Others:
opinions and forges compromises.
ideas and drafts work products with appropriate parties.
Influencing and Leading: The practice of providing a strong sense of purpose and mission for the work. Develops a structure and work process that promotes high levels of success. Guides and coaches others to learn to think through alternatives; serving as an example to others by setting high expectations. Develops and mentors others.
and Written Skills:
independently internally and externally; is proficient in terminology
of the field being supported; has developed a high level of
common themes and draws appropriate conclusions; utilizes active
listening skills (paraphrasing and reiteration).
a high degree of confidentiality and discretion; attempts to
resolve conflicts independently (or with an outside resource
as appropriate) within work group.
training needs and recommends solutions.
Critical Thinking and Problem Solving: The identification and resolution of problems through research, analysis and testing alternative approaches and solutions. The use of innovative and creative actions and ideas to improve processes and services. Ability to break down projects and issues into manageable parts.
Mentoring, and Coaching:
May have formal
supervisory and coaching responsibility in work group; may act
as a mentor for junior staff.
and Goal Setting:
and monitor timelines or short-term goals.
guidance in routine tasks.
Knowledge, Skills and Expertise: Required knowledge and skills acquired from educations, experience, and specialized training; depth and breadth of knowledge and skills; understanding of organization structure as well as competitive environment; demonstrates practical applications and good judgment. Level of professional and technical certification required.
Problems and Implementing Solutions:
employs triage and trouble shooting techniques to resolve situations.
and Continuous Improvement:
to existing processes and procedures to improve the work of
Responsibility and Accountability: The degree to which one is responsible for one’s own work, the work of others, and/or delivering services to the WHOI community. The impact of a position’s end results on the local unit or organization as a whole and those it serves. Degree of autonomy in decision making required for success. Level of review generally given to work plans and products. Scope of work, unit or organization.
and Developing Knowledge, Skills and Expertise:
opportunities for professional development and training and
applies to current work. Increases knowledge of extra-Institutional
and Breadth of Knowledge:
knowledge and expertise of practices, procedures, software,
and technologies in the field.
and Impact of Position:
and decisions typically have an impact on the success of the
work group or program.
to contact high level outside people; authority and accountability
for own actions; may direct work of junior staff.
and prepares for problems or special opportunities and communicates
Desired Education/Experience for Hiring
preferred, with at least 2-4 years experience, or equivalent work
experience. Proven ability to demonstrate good analytical,
interpersonal, written, verbal and organizational skills; exercise
discretion and sound judgment. Must be able to take initiative.
Computer competency required including electronic spreadsheets,
relational databases, and word processing.
Last updated: February 25, 2013