Biomedical Graduate Education Academic Specialist - Georgetown University Medical Center

Washington D.C.
Aug 11, 2017
Nov 29, 2017
Full Time
Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.


Biomedical Graduate Education Academic Specialist - Georgetown University Medical Center

Each year, Georgetown University's Biomedical Graduate Education (BGE) attracts more than 600 exceptional graduate students to its 29 certificate and degree-granting programs.  Many of our Master's programs offer fall and spring admission, as well as the opportunity to attend either full-time or part-time. Students attending full-time typically complete their degree requirements in one year.  Our PhD programs offer admission in the summer only and are typically completed in 5 years.

The BGE Academic Specialist coordinates approximately 29 different biomedical graduate certificate and degree-granting programs, as well as multiple tracks within these programs, and 600+ biomedical graduate students - to include the monitoring the academic progress of all biomedical graduate students, and the facilitation of student course registrations, course scheduling, grade changes, extension of times, Ph.D. Thesis defense, graduation clearance, and other academic affairs services; and organizes academic-focused special events such as orientation, workshops, training, and commencement.  Reporting to the Assistant Dean of Administration and Finance, and providing ad hoc supervision to student assistants, the Academic Specialist has duties that include but are not limited to:

Academic Affairs & Registration

  • Serves as primary point of contact for approximately 29 biomedical graduate programs in relation to academic affairs.
  • Monitors 600+ biomedical graduate students' academic progress.
  • Advises biomedical graduate students, Director of Graduate Studies (DGS), and Program Administrators regarding Graduate School and University academic policies and procedures and academic calendar.
  • Tracks all Biomedical Ph.D. students including program selection, comprehensives, rotations, dissertation defense, and progress toward the degree.
  • Reviews and determines registration for incoming Ph.D. students during summer months prior to their first academic year.
  • Monitors outstanding program registration requests and approvals.
  • Maintains and monitors all biomedical student academic progress and degree audits on Degree Works.
  • Works with Registrar's Office/Graduate School to register all biomedical Ph.D. students continuing in thesis research until program completion.
  • Runs and analyzes reports via Cognos to determine GPA Warning and Extension of Time Requests.
  • Communicates with DGS and Program Administrators of Graduate School deadlines, Registrar's Office deadlines, and deadlines according to the academic calendar in a timely fashion.
  • Attends meetings across University on online procedures and policies.
  • Intakes and reviews student forms - such as requests for leave of absence and advanced standing - for completeness and accuracy.
  • Monitors and coordinates the submission for all unreported grades.
  • Reviews student transcripts for accuracy.
  • Enforces Registrar's deadlines for registration such as Add/Drop deadlines and oversees registration to ensure that students are registered.
  • Conducts documentation via email of student issues and resolutions.
  • Works with Director of MD/PhD program to facilitate correct student registration for summer months.
  • Monitors student progress in special partnership programs such as MD/PhD and GU/NIH.
  • Prepares academic reports from the University's Data Warehouse (Cognos), BGE's student database, and other sources as required for all BGE programs, the Assistant Dean of Administration and Finance, and the Senior Associate Dean for Biomedical Graduate Education.

Student Data and Record Management

  • Performs data entry of biomedical students' academic and time to degree data into Banner.
  • Administers digitization of academic records of 600+ biomedical graduate students' records in database.
  • Maintains all data in Banner and scanned academic paperwork for correctness and completeness.
  • Monitors and verifies the accuracy of paperwork such as ballots, graduation data, and Graduate School forms.
  • Keeps track of email conversations that affect students' academic progress.
  • Maintains academic database and monitors the student data such as grade change forms, registration forms, student petition forms, leave of absence requests.
  • Maintains all Biomedical Ph.D. students' records, including program selection, comprehensives, rotations, dissertation defense, and progress toward the degree.

Special Events

  • Organizes, manages, and markets 3 BGE orientations each year: Spring, Summer, and Fall.
  • Coordinates faculty, staff and guest participation, including email and participant lists, correspondence, invitations, itineraries, and parking.
  • Coordinates the posting of event announcements/updates through BGE's website.
  • Coordinates catering, refreshments, and supplies.
  • Coordinates facilities needs - for example, room reservations and audio/visual needs.
  • Plans and organizes the BGE Diploma Distribution Ceremony.


  • Maintains the academic section of the BGE website.
  • Supervises student worker(s) on an ad hoc basis.
  • Serves on University committees related to academic affairs for graduate students.


  • Bachelor's degree - preference for Master's in education, biomedical fields, or business and administration.
  • 3 to 5 years of work experience in higher education or related fields
  • Demonstrated administrative and computer experience
  • Experience in database management, Microsoft Excel, Word, PowerPoint - preference for experience with University systems such as Banner, ApplyYourself, and Cognos
  • Excellent organizational, interpersonal, and problem-solving skills
  • Ability to perform multiple functions simultaneously
  • Attention to detail and ability to maintain the confidentiality of data and information

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Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume  for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.

Need Assistance:

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Need some assistance with the application process? Please call 202-687-2500

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff.  All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.

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