Student Program Coordinator

Student Program Coordinator

As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago's mission, candidates should consult our website .edu/mission/. For information about the university's focus on transformative education, they should consult our website .edu/transformativeed.

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

Duties and Responsibilities
- 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).

Chair Support:

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

Department Seminar Series:

Organizes all aspects of invited speakers for the CaMP seminar series with minimal assistance from Committee Chair. Includes contact with external speakers and administrative staff to coordinate travel, agendas, room reservations, reimbursements, etc.

Submits reports to ensure departmental seminar series maintainsCMEcredit status; submits required documentation toCMEoffice for each speaker

EnsureCMEsign in sheet is available at all seminars; enters names of attendees forCMEcredit

Maintains spreadsheet of seminar expenses

Create, distribute and post seminar flyers

Order food for student/speaker lunches

Escorts speaker when on site and arranges transport

Submits check requisitions for speakers honorarium and completes expense reimbursements as needed

Departmental Support:

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…