MBS Program Coordinator

Title MBS Program Coordinator
Department Name MBS Program
Supervisor Director, Master of Biomedical Sciences
Exempt Full-Time

Special Requirements and Conditions


Items Used

Computer, printer, scanner, copy machine, mobile devices, calculator, and telephone

Position Purpose

The Program Coordinator, under the general supervision of the Director of the Master of Biomedical Sciences (MBS), provides primary administrative, project management, and curricular support to the faculty, staff, and students of the MBS Program. Serving as the MBS Program’s main liaison, the position will be responsible for answering a full range of inquiries related to the program via phone, email, Skype, in-person appointment, and walk-in. The position assists in advising the university community on program policies and procedures, coordinating MBS activities, scheduling faculty and student meetings, and conducting program orientations. The incumbent will also be responsible for scheduling meetings, preparing agendas and minutes, organizing and archiving the program’s digital files, assisting faculty with desk copy procurement, ensuring curricular materials are available in a timely manner, preparing program accreditation documents, and other duties as assigned. Must be able to manage multiple assignments effectively, organize and prioritize workload, problem solve, and pay close attention to detail.

Essential Function


Information provided below is a general description of responsibilities; it is not intended to provide an all-inclusive list of responsibilities and may change depending on the needs of CUSM.

  • The primary responsibility of the Program Assistant is to provide administrative and curricular support to the Master of Biomedical Sciences Program. To accomplish this goal, the Program Assistant will have the following duties and responsibilities:
  • Serves as an advocate and the primary liaison for the MBS Program to the university community, prospective and current MBS students, faculty, staff, and visitors.
  • Under the Director’s guidance, manages short-term and strategic projects associated with a rapidly maturing graduate degree program including accreditation preparation, on-boarding of new hires, orienting students, and preparing progress reports.
  • Fields a full range of inquiries related to the program via phone, email, Skype, in-person appointment, and walk-ins from other university offices, faculty, staff, vendors, visitors, and current MBS students.
  • Manages and effectively communicates MBS Program calendar for Director, faculty, and students, scheduling appointments, meetings, events, interviews, orientations, and activities.
  • Responsible for scheduling MBS Program calendar of events, reserving rooms, preparing agendas, and recording the minutes of the Graduate Curriculum Committee, the Graduate Admissions Committee, and other meetings affiliated with the MBS Program. May be responsible for coordinating refreshment deliveries, set-up, and clean-up for events.
  • Tracks and processes MBS Program financial paperwork with the Office of Finance and Administration including purchase requests, receipts, packing slips, faculty reimbursement, event activities, and expenditures.
  • Composes, prepares, disseminates, and archives MBS Program confidential files, documents, and records, including faculty and student files, as assigned.
  • Assists other university offices in coordinating tasks and schedules associated with on-boarding new MBS Program faculty and accommodating other university faculty teaching within the MBS Program.
  • Collaborates with other university offices in the creation, development, and ongoing maintenance of MBS Program information on the university’s public external website, internal intranets, and the learning management system (Canvas).
  • Assists in creating, managing, and distributing course and classroom schedules, faculty rosters, and implements appropriate MBS Program changes in coordination with the Director and other university offices to ensure compliance.
  • Coordinates with the Instructional Designer, Office of Assessment, and MBS faculty to ensure lectures, syllabi, calendars, exams and all relevant course content meet established university timelines and standards.
  • Collaborates with Library staff on the MBS Course Reserve collection, coordinating with faculty on copyright permissions, desk copy procurement, VitalSource accounts, licensing, availability, and accessibility of MBS student resources.
  • Conducts routine MBS Program tours, orientations, and presentations during on-campus events and may represent the MBS Program during off-campus events. Oversees New Student Orientation for MBS Program.
  • May plan, direct, supervise, and evaluate the tasks of student and/or temporary workers, as applicable.
  • Participates in staff and university meetings as required.
  • May perform other duties as assigned.

Minimum Requirements

  • Bachelor’s degree in science, social science, education, or related field required.
  • 1-2 years prior work experience within an academic office setting.
  • Demonstrated excellent working knowledge of general office services, processes, and procedures.
  • Demonstrated exceptional oral and written communication skills over multiple modalities such as face to face, email, chat, telephone, and/or webcasts.
  • Demonstrated experience with MS Office Suite, internet browsers, email providers, uploading and downloading files.
  • Demonstrated ability to manage assignments and ensure tasks are appropriately implemented and completed accurately within an established timeframe to meet department goals and outcomes.
  • Provision of excellent customer service skills and maintain cooperative and effective working relationships with others.
  • Willingness to work a flexible schedule, including occasional nights and weekends.
  • Must successfully complete and pass a pre-employment drug screen/physical and background check through the Department of Justice.

Preferred Qualifications

  • Experience in an academic health sciences environment.
  • Strong personal presentation skills necessary to delivery information to diverse audiences.
  • Familiarity of the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99). This law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

To apply for an open position, please download and complete CUSM Employment Application. Please type in your signature and email your completed application to HR@calmedu.org with your cover letter and resume or curriculum vitae.