Academic Program Coordinator - School of Graduate Studies and the Cancer Center

Summary The Academic Program Coordinator provides administrative and programmatic support for research training programs within the Graduate School and Cancer Center. This position has a dual reporting relationship to the Graduate School and the Cancer Center and serves as a key resource for coordinating institutional training grant submissions, fellowship application support, trainee and faculty data management, and research training initiatives. The position works collaboratively with faculty, program directors, trainees, departmental administrators, grant support staff, and institutional offices to ensure accurate data management, timely submission of training grants and fellowships, and effective administration of graduate and postdoctoral research training programs. Primary Responsibilities Graduate School Program Administration Maintain and update graduate student alumni records, including employment and training outcomes following graduation. Maintain the institutional master list of PhD-seeking graduate students to support reporting and grant submissions. Maintain the institutional postdoctoral scholar database, including requesting and updating trainee information. Maintain research faculty databases used for institutional reporting and grant preparation. Manage RED Cap and Flight Tracker databases to maintain faculty publications, grant activity, and other information supporting institutional training grant submissions. Coordinate administrative activities for the Mentor Training Academy, including scheduling, participant communications, and required documentation. Training Grant Administration Coordinate institutional training grant activities for Graduate School and Cancer Center programs, including undergraduate, graduate, and postdoctoral training grants. Responsibilities include: Coordinating new, renewal, and resubmission training grant applications. Developing and maintaining submission timelines to ensure timely completion of all application components. Organizing application materials, tables, appendices, biosketches, and other required documentation. Editing and proofreading grant components for consistency, completeness, and compliance with sponsor guidelines. Providing eBridge proposal preparation and submission support. Scheduling and coordinating meetings with Program Directors, participating faculty, grant support staff, and other stakeholders. Collaborating with institutional grant support staff throughout proposal development and submission. Providing support for departmental training grant applications requiring assistance with data tables, attachments, and administrative components. Assisting with continuation and renewal submissions by coordinating updates to trainee, faculty, and institutional information. Cancer Center Education and Training Support Coordinate Cancer Center training grant activities supporting undergraduate, graduate, and postdoctoral research training programs. Assist with fellowship application preparation, including editing and proofreading application materials. Collaborate with Cancer Center leadership and faculty to support education and training initiatives. Collaboration and Communication Serve as a liaison among Graduate School leadership, Cancer Center leadership, faculty, trainees, departmental administrators, and institutional grant support offices. Coordinate meetings, track project timelines, and facilitate communication among stakeholders involved in training grant and fellowship submissions. Maintain organized records and documentation supporting institutional reporting and grant preparation. Attend and actively participate in CRTEC meetings, representing Graduate School interests and coordinating follow-up actions as needed Represent the Graduate School on the Awards Committee, contributing to the development and implementation of fair and consist award selection practices. Serve as the Graduate School representative on the GSRC, collaborating with faculty and administrators to evaluate graduate faculty rank and appointment requests Contribute to continuous improvement of administrative processes supporting research education and training programs. Knowledge – Skills – Abilities Strong project coordination and organizational skills with the ability to manage multiple priorities, deadlines, and complex submission timelines simultaneously. Excellent written communication skills, including editing, proofreading, and reviewing documents for accuracy, completeness, and compliance. Strong verbal communication and interpersonal skills with the ability to effectively collaborate with faculty, administrators, trainees, and institutional stakeholders. Database management and data analysis skills, including maintaining, validating, and reporting information from multiple data sources. Proficiency in Microsoft Office Suite and database management systems. Strong attention to detail and accuracy when coordinating grant submissions and maintaining institutional records. Problem-solving skills with the ability to identify issues, gather information, and recommend solutions. Meeting and event coordination skills, including scheduling, logistics management, and stakeholder communication. Time management skills with the ability to work independently and meet competing deadlines. Ability to prepare reports, compile data, and support institutional reporting requirements. Qualifications Appropriate experience may be substituted on equivalent basis. Minimum Required Education:   Bachelor’s degree Minimum Required Experience:   3 years Physical Requirements Work requires occasionally lifting moderate weight materials, standing, or walking continuously. Work Environment Occasional exposure to dust, noise, temperature changes, or contact with water or other liquids. Work is performed in an environmentally controlled environment. Sensory Acuity Abi