UNIVERSITY OF ILLINOIS URBANA-CHAMPAIGN

School of Information Sciences

Coordinator of Student and Academic Affairs

The School of Information Sciences at the University of Illinois invites applications from qualified individuals for a 100% full-time Coordinator of Student and Academic Affairs in the Academic Affairs department.

The iSchool at Illinois makes a meaningful difference in the lives of individuals through teaching, research, and public engagement. Our mission is to lead the way in understanding the use of information in science, culture, society, commerce, and the diverse activities of our daily lives. We engage in inclusive community partnerships, working beyond geographic boundaries to benefit the social good. We believe in the power of information to change the world. For more information about iSchool, visit https://ischool.illinois.edu/.

JOB SUMMARY

The Coordinator of Student and Academic Affairs for the School of Information Sciences (iSchool) provides overall student support for the PhD program. The Coordinator of Student and Academic Affairs is an integral part of the Student Affairs team and is responsible for the coordination of programs and services for all PhD students in consultation with colleagues, including faculty members serving as PhD Program Director, the Associate Dean for Academic Affairs, the Director of Recruitment and Admissions, and the Assistant Dean for Student Affairs.

SPECIFIC DUTIES AND RESPONSIBILITIES

Student Services (55%):

• Facilitate PhD student progress throughout the entire length of their program, from admission to graduation, specifically as they progress through coursework and the dissertation stage by providing guidance on policy, procedures, timelines, and deadlines in accordance with the Graduate College Handbook , and faculty advisor(s).

• Support student success in the program by identifying early signs of concern and providing referrals to school and campus resources for students.

• Develop, update, maintain, and distribute both the PhD Faculty Advisor and PhD Student handbooks and websites, in conjunction with the PhD Program Committee and PhD Program Director, the Associate Dean for Academic Affairs, and the Graduate College. Assist PhD faculty advisors and students in navigating University and iSchool academic policies and procedures and communicate any changes.

• Supervise, coordinate, engage, and promote student services activities and programming throughout the year. Design and execute new student orientation.

• Design and execute events (workshops, panels etc.) and create online resources to help students and faculty understand the requirements of the Field Examination, Preliminary Examination, and Final Examination requirements.

• In coordination with colleagues and faculty advisors, manage the PhD student appointment funding process each semester. This includes managing iSchool fellowships and scholarships with iSchool Budget/Finance Office, documenting fellowships with the Graduate College, and collaborating with iSchool Academic Affairs to assign students to teaching assistantships and research assistantships.

• Coordinate resources and events to assist PhD students identify and submit fellowship applications in collaboration with iSchool Research Services, the Doctoral Studies Committee, and the Director of Graduate Studies, seeking and promoting opportunities for fellowships (external and Graduate College).

• Coordinate ProSeminar in collaboration with the instructor and the PhD Program Director.

• Coordinate the PhD research and travel awards process in conjunction with the PhD Program Director, Research Services, and the PhD Program Committee.

• Monitor, record, and help evaluate the teaching skills of doctoral students as they take on various teaching responsibilities through their career and assist Academic Affairs in identifying Teaching Assistants and Graduate Teaching opportunities.

• Coordinate mentoring initiatives, encourage cross-collaboration among research groups, serve as a resource for PhD student groups, and create and distribute PhD student newsletters.

• Coordinate information about relevant resources and opportunities for doctoral students across campus and more broadly.

• Assist in the collection and management of doctoral student outcomes, including first destination and subsequent career changes information, and create programming and content to connect students with alumni and colleagues, assisting them towards various career trajectories.

• Some evening/weekend work will be required.

• Other related duties as assigned.

Administrative and Student Records (40%):

• Manage iSchool PhD student records throughout the duration of their studies and in coordination with academic records, including student status, IS 589/599 registration, Graduate College and iSchool forms, and progress towards degree and degree conferral.

• Coordinate PhD student annual academic reviews, including creating timelines, template language, and documentation in conjunction with the PhD Program Committee and PhD Program Director.

• Track, update, and guide faculty advisors and students on the Field Examination, Preliminary Examination, and Final Examination procedures, records, timelines, deadlines, and approvals.

• Collaborate with colleagues to gather information about alumni outcomes for PhD graduates.

• Contribute to the PhD program assessment reports.

• Coordinate updates and content on iSchool public website for prospective students, iSchool Sharepoint for current students, and iSchool PIE website for admitted students.

• Ensure student completion of Graduate Academy for College Teaching and Oral English Assessment Interviews.

Recruitment and Admissions (5%):

• Organize and execute Student Visit Experiences, in person and virtual, and any other yield events for admitted PhD students in coordination with Director of Recruitment and Admissions and PhD Program Director.

• Collaborate with Admissions and Recruitment to organize PhD recruitment initiatives with faculty.

• Monitor and respond to inquiries from prospective PhD students.

Minimum Qualifications

Bachelor’s degree.

Two years (2) in education, training and/or work experience in student administration in a college or University setting.

Demonstrated experience working with Graduate, and or PHD 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.) Based on position requirements, additional education, training, and/or work experience in the area of specialization inherent to the position, may be required.

Preferred Qualifications

Experience Preferred: Familiarity with the stages of PhD programs; Working knowledge of University of Illinois graduate student policies and procedures; experience working specifically with PhD students; experience working with University of Illinois student systems including Banner and GradRecs; a doctorate degree or coursework towards a doctorate degree in a related field.

Knowledge, Skills and Abilities

· Ability to exercise professional judgment and to help ensure the Department’s compliance with Exceptional communication skills, strong organizational and planning skills, and the ability to build relationships and collaborate with colleagues within and outside of the unit.

APPOINTMENT INFORMATION

This is a 100% full-time Civil Service Program Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after the search close date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The budgeted salary range for the position is $ 55,000 to $62,500. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver’s License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.

Work authorization is not available for this position.

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 August 8^th, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting, and upload your cover letter, resume (months and years of employment must be included), and names and contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. 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 regarding this specific position, please email ischool-hr@illinois.edu. For questions regarding the application system, 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. 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.