Job Description

Requisition Number 06128
Department Name: SF Grad Program - Admin
Position Type: Full Time
Position Title Project Coordinator, Graduate Program
Position Summary:

Scripps Research is seeking a Project Coordinator for the Graduate Program in the Graduate Office located in Jupiter, FL.

The Project Coordinator is an integral member of the Graduate Office team responsible for coordinating projects of varying size and complexity. Responsible for overseeing and organizing project activities and for communicating risks, opportunities and current state of projects to Graduate Program Manager/Director and/or other stakeholders. Monitors timelines and project plans with the goal of tracking tasks to completion, paying attention to what needs to happen when they contact team members for status updates. Notifies the appropriate project manager when there is a risk that something won’t meet a deadline.


* Assists the Director and Manager with Graduate Program operations and activities; many duties require close coordination with the California campus.
* Organizes the admissions and interview processes in close collaboration with the Graduate Program Manager, Admissions Coordinator, and Admissions Committee by assisting with assigning reviewers for applicants, tracking review process and inviting candidates, coordinating the interview weekend(s): events, interviews, transportation, and lodging and follow-up with prospective students; support Admissions Coordinator on the California campus as needed.
* Coordinates Scripps Research participation and representation in recruiting events including registration, lodging, transportation, and shipping of materials for grad program staff, students, and faculty;
* Coordinates onboarding of new student with Human Resources as well as orientation events such as library training, ethics training, and other professional development workshops.
* Schedules student committee meetings, oral exams and defense of theses; prepares documentation for the meetings; collects signed materials after the meetings and ensures all paperwork is completed accurately; follows up with committee members/Program Manager for information if needed; maintains files and places correspondence in proper order within each electronic folder.
* Processes confidential data and information according to guidelines; supports initiatives for data integrity and normalization; enters data in student records database, online application systems, attendance and compliance database, alumni database, and learning management system.
* Plans and coordinates the Graduate Program Symposium, including venue, hotels, restaurants, transportation, etc. for both campuses.
* Coordinates social events and facility tours for education and training programs; contacts and invites speakers; coordinates dates; develops, produces and distributes communication pieces and event materials.
* Serves as communication liaison for department information internally and externally; prepares high-quality, informative, and interesting material for newsletters and other distribution channels in collaboration with Social Media and Communication teams; align efforts of teams to accurately communicate strategic goals and priorities; documents events (photo/video) and prepares for use in communication pieces as described herein.
* Coordinates all aspects of the internal program review for accreditation on the FL campus to include room reservations, coordination with facilities for room setup needs, coordination with both FL and CA IT for technology needs, assisting CA faculty/admins with scheduling and travel/meeting arrangements, meal planning, transportation/lodging of guests, coordinating schedule based on participant availability. Supports the CA campus in their internal review as needed.
* Coordinates classroom and lecture hall room reservations for outreach, graduate program, and career-related events; prepares and implements room layouts to accommodate scheduled events; coordinates technology needs with faculty, students, IT and CA campus.
* Performs other duties as assigned.

Location: Florida
Additional Information:
Physical Requirements:

Details of established essential functions for this position will be addressed/discussed during the interview process.

Basic Qualifications:

* Bachelor’s degree or equivalent.
* Minimum of five years directly related experience in a similar environment such as medical, research or educational environment.
* Knowledge of the educational process for obtaining a Master’s degree or Ph.D.
* Work experience and strong skills using Microsoft Office (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat skills, as well as the ability to learn new programs and applications. Experience using Access desired.
* Effective organization, multi-tasking, problem solving skills.
* Strong interpersonal, verbal and written communication skills.
* Ability to effectively and efficiently communicate in a professional and productive manner.
* Travel required
* Social media knowledge required
* Ability to work independently and in a team, be flexible and adaptable, willing to learn.
* Multicultural and diversity sensitivity.
* Ability to use discretion, exercise good judgment, and maintain strict confidentiality.
* Professional level typing skills (55 wpm).
* Experience in methodologies and processes for managing large scale databases
* Experience maintaining a website is desirable.

Preferred Qualifications:

Florida & Palm Beach County residents are preferred.

Compensation: Commensurate with experience
Job Closing Date:
Open Until Filled Yes
Job Posting Category Administrative & Support
EEO Statement

The Scripps Research Institute is an Equal Opportunity Employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected characteristic or status.

Application Instructions

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