Student Program Coordinator

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Position Details
Job Title PROGRAM COORDINATOR
Position Number 8150753
Work Modality Fully In-Person
Is this request for the creation of a new Position (or the modification of an existing Position) to temporarily support the Work Day ERP? no
Job Category University Staff
Job Type Full-Time
FLSA Status Non-Exempt
Campus Maywood-Health Sciences Campus
Department Name PHYSIOLOGY
Location Code PHYSIOLOGY (06240A)
Is this split and/or fully grant funded? No

This is a combined position that supports the administrative needs of the Chair and Directors with the department’s administrative activities, and coordinates various administrative processes and projects, inclusive of support for the faculty and students in the graduate programs within CaMP. This position has responsibility for several established and ongoing complex and/or difficult processes unique to the department, in addition to general administrative support for the department.

This includes the Masters in Medical Physiology ( MSMP – max enrollment 30), Masters in Clinical and Applied Proteomics (MS- CAPS – max enrollment 25), Masters in Cell and Molecular Physiology (MS-CaMP – no max), and the PhD track in Physiology (no max).

• Maintains chair’s calendar to include scheduling meetings, arranging appointments, and coordinating travel arrangements
• Brings pertinent dates to chair’s attention, prepares and/or provides necessary documents for use in meetings
• Records, transcribes and distributes meeting minutes for the Physiology faculty meetings; prepares and distributes faculty meeting agenda
• Assists chair with all aspects of faculty recruitment. High degree of professionalism required for constant contact with external contacts
• Assists with faculty employment processes to varying degrees by monitoring and maintaining credential files of applicants, preparing master files for search committees, preparing correspondence to applicants, creating and mainlining applicant spreadsheet
• Prepares and proofreads correspondence, reports and other documents
• Serves as communication hub of the department by communicating information from the chair and/or directors to others, making information available to others by mail, email, telephone, web, departmental boards, and providing complex information on processes specific to the department to faculty, staff, students and external visitors

• Organizes and maintains an accurate paper and electronic filing system for departmental chair, director, program directors and department
• Act as mentor and trainer to junior level support staff, students and volunteers
• Orders and maintains supplies
• Submits facility requests as required
• Serves as principal contact and source of information for students, staff, faculty and external visitors
• Handle special projects and events (organize student career day, departmental events). Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, making travel arrangements and reservations, and overseeing the event as it occurs
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds
• Places purchasing orders in Lawson
• Acts as receptionist to internal and external visitors by answering departmental general phone and greeting guests

• Be the primary contact for all current and prospective students.
• Upload all course materials in Sakai and work with faculty to revise course materials including Power Points, handouts, Panopto videos, and exam questions.
• Facilitate enrollment and student course registrations each semester.
• Organize orientation program: coordinate presentations from parking, library, biosafety, student…