Job Function: Administrative Support
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University of Illinois At Chicago
Chicago, Illinois, United States (on-site)
24 days ago
University of Illinois At Chicago
Chicago, Illinois, United States
24 days ago
Job Type
Job Duration
Min Experience
0-1 Year
Min Education
Required Travel
Job Function
Administrative Support


This position manages all aspects of the College of Medicine, Department of Microbiology and Immunology PhD programs and academic advising for graduate students including admissions and recruitment, enrollment management, program evaluation, and administrative organization and communication. Works closely with the Department Head on administrative activities.

Duties & Responsibilities

Academic Advising and Program Management
Counsel and advise graduate students on academic and career concerns; develop individual academic and career goals. Identify educational and career options appropriate for each student and assist with the analysis of each option, including possible outcomes and their implications. Assist students with course selection, university requirements, research laboratory rotations, financial aid, and scholarship/fellowship opportunities.
Advise and guide current students through the administrative preparation of preliminary examinations and thesis defenses.
Develop and implement alumni relations plan for the program. Improve alumni relations and promote alumni participation in professional development initiatives for students as well as departmental research, education and training programs.

Instructional Activities and Workshops
Plan and prepare instructional activities and course outlines in adherence to university policies and procedures.
Course Scheduling - schedule courses with Office of Classroom Scheduling Work with DGS/Dept. Head on course offerings.
Develop and conduct workshops on topics related to career and professional development.
Plan, manage and implement educational activities that engage students, including weekly student seminar series and other student activities.

Oversee all elements of the departments’ academic programs including grade management, course enrollment, student records, student handbook, and website maintenance.
Design and create ad hoc reports.
Communicate with faculty and departmental administrators on behalf of students; provide resource referral for external issues that may affect matriculation.
Promote Student Organizations by encouraging student participation, foster involvement in organizations and attend events related to the academic, community, career and professional development of students.
Manage student support activities including organizing career development events and improving the academic rigor and diversity of programs.

Recruitment, Outreach, and Admissions
Develop, promote, implement and evaluate the departmental marketing strategy to recruit new students. Develop, manage and maintain the departmental website.
Manage and implement admissions policies and procedures including records management, application deadlines, and application outcomes. Evaluate and process all applications, coordinate reviews with admissions committee and enter decisions into online system.
Field and respond to any prospective student inquires pertaining to the departmental programs; coordinate visits for applicants invited for interviews.
Collaborate with academic partners, non-profit and government organizations, health agencies, alumni and other constituents in developing activities that strengthen student education, including fellowships and professional development opportunities, using a variety of student development theories and practices.
Plan and implement graduate orientation initiatives.

Accountable for event and meeting planning, including coordinating travel and hotel accommodations as well as developing visit itineraries for candidates who are interviewing or for departmental guest speakers. Schedule seminars, arrange meals.
Record and transcribe minutes for faculty meetings, manage classroom and conference room scheduling.
Provide administrative support to the department head, including maintaining their calendar (maintain and respond to requests for meetings), answering phone calls, maintain lab meeting schedule and room reservations, maintain lab website.
Manage departmental website and other social media presence of the department.
Help coordinate scientific meetings and collaborations in the department.
Serve as point-of-contact for faculty, students, staff and visitors to the department.
Act as a delegate in Chrome river for everyone in the department, help submit for reimbursements.
Ordering supplies for Department Head’s laboratory.
Perform other related duties and participate in special projects as assigned.


Minimum Qualifications
A minimum of a Bachelor’s degree in education, counseling, or a related field. Master’s degree in higher education or administration preferred.
A minimum of one year working in an academic advising or career services counseling area in a college or university setting. Previous experience advising healthcare education or professionals preferred.
Knowledge of career services, student development theory as related to career choice/exploration, and the career development process.
Knowledge of learning styles, motivational strategies, study skills and obstacles to learning.
Knowledge of federal and state financial aid programs, eligibility requirements, and regulations preferred.
Knowledge of health careers and career requirements preferred.
Computer literacy.
Ability to work independently and as a member of a team in accomplishing tasks.
Ability to guide and motivate others.
Ability to analyze situations, develop solutions, and make independent decisions based on established guidelines
Excellent organizational skills.
Excellent oral and written communication and interpersonal skills.

Job ID: 72249797
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