Academic Program Coordinator

In 2023 Forbes ranked the University of Illinois Urbana-Champaign as #9 among all US public colleges, on the basis of return on investment, student success, student debt, and alumni leadership and influence. Only one other campus featuring a veterinary college ranked above Illinois.

Job Summary

Duties & Responsibilities

Curriculum Development

· Coordinate the management logistics of the professional curriculum, including rotations, evaluations, reports and serve as an expert resource and facilitator

· Coordinate and provide support to faculty curriculum committees, including coordination of course reviews / revisions and approval process

· Conduct needs assessment for professional development courses as necessary for spring and fall semesters

· Coordinate and manage the professional student rotation scheduling, including coordination of courses with faculty and development of clinical rotation schedules

· Serve as an expert resource to students, faculty, and other offices as necessary to resolve instructional issues and scheduling concerns. Consult with the Associate Dean for Academic and Student Affairs as necessary

· Manage and/or maintain electronic systems (i.e. E-value), related to the curriculum, including determining the number and timing of rotations, scheduling tracking, updating rotation coordinator assignments, analyzing appropriateness of changes, updating student information, schedule e dash value training sessions, verifying evaluators, and releasing evaluations

· Monitor academic progress of students and verification of program requirements as stipulated by faculty evaluators

· Oversee processes of scheduling a visiting students, affiliate year students, or foreign national students

· Work with the student outcomes assessment and outcomes assessment surveys, providing reports and data as necessary to the Associate Dean for Academic and Student Affairs

· Work closely with the Associate Deans within the ASA office to analyze situations and organization structure to ensure teaching, research and scholarly goals of the professional academic program are being met.

Student Advisement

· Serve a primary expert resource for students and/or faculty on policy and procedural questions or redirect them to the appropriate campus office.

· Track student academic progress and bring issues to the attention of the Associate Dean for Academic and Student Affairs. Facilitate communication and follow up support

· Serve as secondary contact for student issues and assist Associate Dean with determination of when a student needs support services (i.e. DRES accommodations, counseling, etc). Provide information and evaluation of grades and academic progress as needed to identify students who may be struggling and in need of support. Provide follow up communication as necessary and keep Associate Dean for Academic and Student Affairs informed.

· Support the disability accommodation processes and ensure proper procedures are followed in consultation with the Associate Dean for Academic and Student Affairs

· Coordinate tutoring program providing assistance to students needing services

Office Management

· Manage day-to-day operations of the office and distribute workloads and assign tasks. Approve leave request and timesheets. Supervised support staff and conduct annual reviews

· Develop and implement processes and procedures for optimal accuracy and efficiency

· Administratively responsible for the coordination by office staff of the annual events or programs

· Oversee the events related to student activities, i.e. orientation / blue coat ceremony, white coat ceremony, commencement, to ensure the office staff have completed preparations

· Serve as a resource for the admission process, including transfers, regarding revision of distribution of student information through the internal and external website platforms. Verify completion of the registration process performed by the ASA office staff

· Implement changes or new initiatives as indicated by the Associate Dean for Academic and Student Affairs

· Recruit, select, and orient staff in collaboration with the Associate Dean for Academic and Student Affairs

· Support staff in training and development of new tasks assigned to the office as necessary. Ensure staff employees have the resources, environment, direction and support to grow as individuals and accomplish the office responsibilities

Communication, Committee, and Reporting

· Compose draft authoritative correspondence that relays the position of the office or Associate Dean for Academic and Student Affairs

· Serve on various college and campus committees related to student affairs and represent the Associate Dean for Academic and Student Affairs in their absence, as necessary and appropriate

· Prepare complex reports, including annual reports to external agencies

· Review, coordinate, develop content and update the websites of the office of academic and student affairs. Update rotation portion of internet site for second-year students.

· Develop and maintain specific academic calendars associated with complex curricular scheduling, including midterm / final examinations, student breaks, student rotations, and student religious holidays and block calendars for clinical rotations and grade entry calendars

Financial Management

· Help create and maintain accurate budgets to sustain the office’s responsibilities with the Associate Dean for Academic and Student Affairs. Prepare for and participate in budget meetings with the Dean.

· Manage accounts related to ASA, totaling approximately $500,000 state, gift, or ICR, instructional, faculty development, student internships, admission and transfer fees, and recruitment

· Review expenses and resolve budgetary issues as necessary

· Authorize expenditures, as necessary and appropriate

· Advise the Associate Dean for Academic and Student Affairs on new budgetary needs and account balances

Other duties as assigned

Additional Physical Demands

Required Qualifications

Bachelor’s degree and two years in education, training and/or work experience in Student Academic Programming in a University setting. Demonstrated experience with policy interpretation. Experience with supervising students. (Note: Master’s Degree in an area consistent with the duties of the position may be substituted for one (1) year of work experience.)

Preferred Qualifications

Bachelor’s Degree in science, education, communication, or related fields and Experience working within an office of student affairs and/or a college setting.

Knowledge, Skills and Abilities

• The ability to work with documents of a sensitive and confidential nature and ensure confidentiality
• Ability to balance input and manage expectations from multiple, often divergent constituencies – faculty versus students, clinical versus preclinical faculty, clinical versus preclinical students, Illinois versus visiting school students
• Knowledge of original and remodeling design and construction in innovative classroom layouts and equipment.
• Ability to operate and use personal computers with a variety of software skills

Appointment Information

This is a 100% full-time Civil Service 5002 - Program Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after 11/11/2024. The budgeted salary for this position is $80,000-$90,000. Salary is commensurate with experience.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on November 7, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Sara Connolly sconnoll@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1027086
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu