Genetic Counseling Program Administrator

Posting Summary

Position Title Genetic Counseling Program Administrator FLSA Non-Exempt Department Office Of College Of Arts & Sciences Job Summary

Xavier University of Louisiana is accepting applications for the Genetic Counseling Program Administrator (GCPA) position. In this full-time position, the GCPA will be a key member of the Genetic Counseling Program (GCP), who, in consultation with the Program Director and Assistant Director, is primarily responsible for the program's day-to-day operations. Works with and supports faculty and graduate students in the GCP with program-specific websites or social media platforms, recruitment, admissions, event and meeting management, onboarding and assisting new students, communications, reimbursement, purchasing, program budget, course and fieldwork scheduling, report generation, database upkeep, graduation, and alumni tracking/communication, accreditation maintenance, and other duties as needed. Works independently with general supervision. Acts as the primary contact point for other programs, departments, and administrators at the University. AA/EOE

Minimum Qualifications

1.High school diploma or equivalent

2.Three years of experience providing administrative support

3.High proficiency in Microsoft Word, Excel, PowerPoint, and Outlook

4.Ability to effectively learn new software programs and execute the functionality of programs.

5.Excellent verbal and written communication, organizational, and time management skills; and

6.Ability to effectively communicate and work with a diverse group of people.

7.Attention to detail and concern for handling sensitive or confidential matters are critical.

8.Ability to develop and maintain effective and collaborative relationships with other departments at XULA and Ochsner health

Preferred Qualifications

1.Bachelor's degree or equivalent;

2.Proficiency in the use of Banner, Brightspace, Typhon and Slate

3.Experience providing administrative support in a university setting.

4.Strong personal interaction and communication skills are essential, in addition to the ability to determine priorities and manage multiple tasks efficiently.

5.Critical thinker who can effectively identify and resolve problems with students and faculty using good judgment and available resources

Special Requirements Summary Work Hours

Full time

KSA's

Knowledge, Education, Experience, and Proficiencies

High School diploma or equivalent is required. Bachelor's degree is preferred.

Essential Duties and Responsibilities

Essential Duties and Responsibilities Description

General program administration

• Coordinate annual Program meetings (Virtual Career Fair, Open House, Advisory Board, Supervisor Meeting, reunion at NSGC Conference)

• Help create and disseminate marketing and recruitment materials

• Primary point of contact for all calls and emails to Program

• Assist program at Commencement

• Help maintain documentation in Typhon clinical education tracking software platform

• Maintain and distribute forms and evaluation tools to faculty and students as applicable

• Process faculty purchases and reimbursements for program-related expenses

• Help maintain and revise the program budget

• Maintains efficient office operations with office supply ordering and upkeep

• Utilize Banner for ordering, accounts payable, and reimbursements as needed.

• Perform other duties as assigned

Accreditation maintenance

• Input data into the Armature software system annually for Report of Current Status and for Program Self-Study to ensure maintenance of accreditation with the Accreditation Council for Genetic Counseling (ACGC)

• Collect and organize all necessary documents for annual accreditation requirements.

• Schedule all site visit meetings with ACGC Program Review Committee (q. 6-8 years)

• Provide student assistance

• Onboard new students to the program and university (e.g., obtain ID cards, obtain facilities access, coordinate Student Health requirements at Ochsner Health, arrange background checks, etc.).

• Communicate with Financial Aid to ensure timely student enrollment and tuition payment

• Coordinate administration of program scholarships and assistantships.

• Maintain student records according to FERPA guidelines to protect their integrity and confidentiality.

• Manage student progress through all phases of graduate school - recruitment, admissions, advising, clinical fieldwork rotations, research project, and graduation.

• Manage student reimbursements and research participant incentive dispersal for student research projects.

• Maintain alumni contact database and manage communications with alumni.

Course administration

• Ensure timely and accurate course listings with Registrar's Office

• Help prepare and update course syllabi each semester

• Assist with course setup and maintenance in Brightspace each semester

• Schedule and communicate with guest lecturers in program courses re: technology needs and directions/instructions

• Alert program leadership of any schedule changes or cancellations

• Reserve classrooms and student research seminar space

• Maintain an up-to-date roster of contact information for all program faculty and fieldwork placements

• Other duties as required.

Fieldwork Activities

• Assist in the coordination and scheduling of fieldwork placements

• Update Fieldwork roster as required

• Maintain schedule of student's fieldwork activity in Typhon

• Communicate fieldwork schedules with site supervisors and students

• Other duties as required.

Admissions

• Review all applications for prerequisites, GPA, and other admissions requirements.

• Prepare admissions materials for review by the Admissions Team

• Schedule all Admissions Team meetings

• Ensure that timely and accurate application review occurs by Admissions Team members.

• Train Admissions Team members on the Slate software platform

• Act as primary Slate admin/liaison for Program

• Correspond with applicants and interviewees re: status in admissions review process and answer all applicant questions

• Schedule all interviews with interviewees and Interview Committee members

• Create and run all Virtual meetings for interview dates

• Collate Admissions Committee scoring data

• Other duties as required.

Posting Detail Information

Posting Number S392P Number of Vacancies 1 Desired Start Date 06/03/2024 Position End Date (if temporary) Posting Date 05/17/2024 Application Review Date Closing Date Open Until Filled Yes Special Instructions to Applicants

Attach online only your resume, cover letter and contact information for three references

Optional Documents

1.Transcripts

2.LinkedIn Learning Certificates

Quicklink for Posting https://jobs.xula.edu/postings/3121

About Xavier

About Xavier

Founded in 1925 by Saint Katharine Drexel and the Sisters of the Blessed Sacrament, XULA is Catholic and historically Black. Located in New Orleans, the ultimate purpose of the University is to contribute to the promotion of a more just and humane society by preparing its students to assume roles of leadership and service in a global society. This preparation takes place in a diverse learning and teaching environment that incorporates all relevant educational means, including research and community service.