About City of Hope
City of Hope, an innovative biomedical research, treatment and educational institution with over 5,000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.
Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nationâ€™s 20 leading cancer centers that develops and institutes standards of care for cancer treatment.
Under the direct supervision of the Associate Dean of Administration and Student Development responsible for database creation; confidential faculty, graduate student, and applicantsâ€™ data, statistics, records, and transcript maintenance; US Federal Student Loan; faculty and student incentives calculations and disbursements; graduate student administrative coordination; writing student letters of certification; internal and external legal compliance; faculty coordination.
- Directs and coordinates graduate school registration activities.
- Consults with Associate Deans and Graduate School Staff to devise registration schedules and procedures.
- Analyzes statistical data on registration for administrative use in formulating policies.
- Exchanges student information with other colleges or universities.
- Keeps up with current best practices in higher education, school administration, and academic policy
- Prepares commencement list and plans commencement activities.
- Directs preparation of statistical reports on educational activities for government and educational agencies and interprets registration policies to faculty and students.
- Directs compilation of information, such as class schedules and graduation requirements, for publication in school bulletins and catalogs.
- Coordinates dissemination of information on courses offered and procedures students are required to follow in order to obtain grade transcripts.
- Issues official transcripts.
- Coordinates class schedules with room assignments for optimum use of buildings and equipment.
- May assign rooms for student activities.
- Provide guidance related to academic standards, management of student records, program planning, and policy assessment.
- Develops, implements, and oversees the administration of academic policies and procedures under the direction of the Dean and Associate Deans.Ensures compliance with guidelines, policies and standards; troubleshoots issues to maintain the integrity and standards of the school.
- Advises graduate students, faculty and COH administrators on graduate school policies and procedures
- Participates in Graduate School governance.
- Oversees and coordinates interdepartmental activities for on-boarding and off-boarding of students including payroll, visa, and tax issues to ensure compliance with all applicable laws, regulations, and guidelines for federal, state, and funding agencies.
- Oversees laptop requisition, student and mentor fee collection, stipend payments, payroll, parental leave, and leave of absence.
- Organize orientation for incoming graduate students which includes Garnett-Powers & Associates, career advisor, IT, compliance office, human resources, corporate accounting, safety and occupational health department, security office, library, faculty, students and the graduate school Dean, Associate Deans and administrators.
- Manage API/ Grant Tracking System for staff and student time off and submit correct time sheets to payroll.
- Review accuracy of personnel time and effort reporting in ecrt system and work with OSR and PI to update/correct errors
- Provides data and reports to the Department of Education, the Western Association of Schools and Colleges (WASC) Senior College and University Commission (WSCUC), and public and private funding agencies.
- Periodically assess, modify, and implement best practices in student records, academic performance and registrar functionality.
- Work with Associate Dean of Administration and Student Development to prepare, calculate and pay graduate student stipends, institutional fellowship award, internal travel awards
- Creates and maintains accurate and complete student data within the student information system, currently Peoplesoft Campus Solutions 9.0.
- Maintain and track alumni careers.
- Conducts degree audits and interim reports to ensure that Graduate School student requirements are met.
- Manages student records to ensure compliance with FERPA and other federal, state and institutional guidelines.
- Serve as the principal source of information on administrative, academic data and records, and procedural matters to assist the Dean, Associate Deans, faculty and students in the Irell & Manella Graduate School of Biological Sciences, the US Department of Education and other agencies.
- Determine studentsâ€™ graduation eligibility; plans commencement activities.
- Problem solve the research, analysis, and resolution of student disputes as they relate to records and registration.
- Collaborate with administrators, the Dean, Associate Deans, and graduate school staff to facilitate and improve services to students.
- Manage and update the graduate school website.
- Maintain academic calendar, course catalog, grades, student files and transcripts with accuracy and completeness with state and federal regulations and guidelines.
Institutional Research and Assessment
- Distributes and tabulates results for instructor/course/annual/alumni surveys and evaluations. Works with the Associate Dean of Assessment and the Assessment Committee on making data driven decisions to improve student teaching and learning.
- Analyzes statistical data on registration for administrative use in formulating policies and preparing reports to senior management and other departments within COH.
- Supports the Associate Dean of Administration and Student Development for WSCUC reports.
- Act as a SEVIS Designated School Official for immigration and visa purposes.
- Facilitates in the exchange of student information with other colleges or universities.
- Liaison for the Irell & Manella Graduate School of Biological Sciences, its graduate students, and the US Department of Education on financial aid, student loans, and government reporting and compliance matters.
- Provide interpretation of financial aid policies and assist in problem-solving, conduct need analysis to determine student financial aid package options based on individual case circumstance.
- Veteran Certifying Official for the US Department of Veterans Affairs to certify veteran students at the Irell & Manella Graduate School of Biological Sciences.
- Maintains a professional rapport and communicates effectively in writing and in person with students, parents, school staff, faculty, Associate Deans, the Dean, and agency personnel. Demonstrates sensitivity to needs of students, staff and parents; maintains confidentiality of information regarding students and faculty; models appropriate behavior for students.
- Review and approve financial reports and analyses for all budgets and expenses for general monthly reporting to Associate Dean of Administration and Student Development and PIs.
- Prepare and develop departmental budgets using data and providing projections and recommendations.
- Prepare and approve Labor and Non-Labor Cost Transfers
- Lead project close out processes (e.g., clear encumbrances, close POs, closeout sub-awards, pay invoices, etc.)
- Meets with Associate Dean of Administration and Student Development on a regular basis (e.g., bi-weekly) to update on status of financial reporting, financial issues and resolutions, budgetary planning, monitoring and controls.
- Manage extramural funds (e.g., federal and non-federal funds, contracts, clinical trials, grants, gifts, endowments and other forms of financial support) and internal funds (e.g, Academic Improvement Funds, Academic Discretionary Funds, Salary Savings, endowments, and institutional operational budgets) through periodic reporting of financial position of each PI, regular and ad hoc reports for faculty trends including expenditure, grant income, resource allocation, and comprehensive forecasting of average spending. Report regular updates to Associate Dean of Administration and Student Development.
- Review and approve purchase requisitions, check requests, reimbursements, travel authorizations and business expense reports.
- Implement the resolution of budget variances.
- Resolving discrepancies within the institution regarding awards, budgets, invoices, etc. in coordination with various central offices.
- Set up and implement the administration of the mentor fees and Masterâ€™s Program tuition payments.
- Assist Associate Dean of Administration and Student Development with contract management, including contract workflow, new agreements and amendments.
- Effectively collaborate on a continual basis with Office of Sponsored Research and other collaborators, to implement efficient and relevant business processes.
- Manage spending on grants so that all expenditures are appropriate and allowable within the grant budget and period, and adhere to relevant policies and regulations.
- Implement the preparation and management of institution chart-of-accounts including areas such as expenditure control, revenue monitoring and invoicing.
- Under direction of the Associate Dean of Administration and Student Development, implement long-range financial plans, analyses, and recommends adjustments where appropriate.
- Other duties as assigned
Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, includingadherence to theworkplaceCode of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.
Performs other related duties as assigned or requested.
The following shared, organization-wide competencies describe the desired behaviors that will facilitate success at City of Hope:
The position directly supervises: Graduate Students
The position indirectly supervises:
- Bachelorâ€™s Degree
- Experience may substitute for minimum education requirements.
- Five or more years of relevant experience with business administration including budget and personnel management.
- Masterâ€™s in Science, Education or Business or PhD.
- An understanding of graduate education.
- A high level of professional integrity and a commitment to strict confidentiality
- Excellent written and oral communication skills, listening skills, and tact
- Comfortable with changing technology
- Skill with databases, reporting tools, and basic desktop applications
- Knowledge of basic statistical analysis and statistical reporting tools
- Strong analytical skills and attention to detail
- Highly organized and quickly adaptable to change
- Ability to take direction, work effectively as a team member, and share information
- Ability to work calmly under pressure, good humor, flexibility
- Willingness to work occasional nights, weekends, and holidays Demonstrated experience in budget administration
- Demonstrated experience in financial and personnel management
Working / Environmental Conditions:
City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.
Meet Some of City of Hope's Employees
Sr Prospect Research Analyst
Working within the Foundation and Relations Department, Libby prepares and provides frontline fundraisers with prospective donor profiles—financing City of Hope’s outstanding patient care and clinical research.
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