Fellowship Program Administrator

Position Overview

The Fellowship Program Administrator will administer and implement operational activities for the fellowship programs and support of postdoctoral fellows and graduate student fellows within the College. This role is responsible for coordinating the day-to-day operations of the postdoctoral and graduate fellowship programs, providing logistical support, and helping with professional development activities. This role will manage the administration, operations, and communications for fellowship awards. The program administrator will work closely with fellows, faculty, and administrative staff to ensure that the fellowship experience is smooth, well-organized, and aligned with the institution’s goals for research and career development.

Principal Duties and Responsibilities (Essential Functions**)

1. Develops, executes, and manages the fellowship programs for the College.
2. Support the administration of postdoctoral and graduate fellowship programs by assisting with the recruitment, onboarding, and orientation of new fellows.
3. Oversee the full lifecycle of fellowship awards, including application processes, review, selection, and reporting.
4. Ensure timely dissemination of fellowship announcements, including eligibility requirements and deadlines.
5. Monitor fellowship deadlines and maintain up-to-date schedules for awardees.
6. Maintain clear communication with applicants regarding application status, award decisions, and next steps.
7. Represents the program to internal and external stakeholders.
8. Provides input into strategic planning and operations for the fellowship programs.
9. Coordinate the annual review process, track fellow progress, and ensure that all necessary paperwork is submitted and processed.
10. Assist in the management of postdoctoral and graduate student fellow benefits, contracts, and any related administrative processes.
11. Help organize workshops, seminars, and networking events for fellows, focusing on career development, research skills, and personal growth.
12. Coordinate fellow participation in internal and external conferences, symposia, and other relevant events.
13. Maintain and update program resources, including professional development materials, guides, and handbooks.
14. Act as a point of contact for postdoctoral and graduate student fellows, providing guidance on program policies, procedures, and available resources.
15. Assist in the communication between fellows, faculty mentors, and administration, ensuring timely dissemination of relevant program updates and opportunities.
16. Respond to inquiries from prospective fellows, faculty, and external partners regarding the fellowship program.
17. Maintain accurate records of fellows, including application materials, progress reports, publications, and evaluations.
18. Assist with preparing reports on the status of the fellowship programs, including metrics such as fellow accomplishments, retention, and feedback.
19. Track fellowship expenditures, assisting in budget management and identifying potential funding opportunities.
20. Assist with the implementation of fellowship program policies, ensuring compliance with institutional guidelines and best practices.
21. Provide general administrative support, including scheduling meetings, managing calendars, and maintaining program documentation.
22. Support efforts to assess and improve the fellowship program, gathering feedback from fellows and faculty for continuous improvement.
23. Assist faculty with coordinating community building among the cohort of postdoctoral scholars
24. Design and execute outreach programs that connect with postdocs or graduate students, including workshops, seminars, and networking events.
25. Partner with departments, labs, and centers to create inclusive opportunities and support systems for postdocs and graduate students.

Supervision Received

Receives limited supervision.  Employee sets own goals and determines how to accomplish results with few or no guidelines to follow; Assistant Dean provides broad guidance and overall direction.
 
This role will report administratively to the Assistant Dean.

Supervision Exercised

None.

Qualifications

• Bachelor’s degree in a related field and Higher Education Administration.
• Minimum 3 years of administrative, operations, and/or project/program management experience required.
• Proven ability to build collaborative relationships and partnerships with stakeholders, including students, faculty, staff, and community partners.
• Strong facilitation, communication, and interpersonal  
• Program management and organizational skills with the ability to prioritize and manage multiple initiatives simultaneously.
• Excellent written and verbal communication skills, including public speaking and presentation abilities.
• Proficiency in using technology and data management tools for reporting, tracking, and analyzing metrics.