Coordinator of Student Services, University Honors Program

Coordinator Of Student Services

The Coordinator of Student Services position assists the Director in handling all phases of student records in Honors from entrance to graduation. The CoSS tracks Honors requirements and certifies students for graduation from the University Honors Program and College of Arts and Sciences students' major requirements in coordination with the college advisors, who certify the students' major requirements. They also support on-campus student persistence through academic advising, counseling, course scheduling, orientation, and other programming. They are also involved in recruitment efforts in a secondary role. In addition, the CoSS performs administrative tasks which facilitates the efficient operation of the University Honors Program (UHP) by assisting the Director in the implementation of the administrative work and in the interpersonal contacts with students, faculty, and staff.

Examples Of Duties

Advising:

• Works closely with Admissions and the Registrar to code admitted students for Honors and place them in appropriate Honors First Year Seminar.
• Meets and communicates with prospective students and parents who have questions about Loyola University Honors program and coordinates prospective student visits
• Working with Honors Director, evaluates evaluate and articulate incoming transferred course-work versus Loyola degree-plans, inclusive of Common Curriculum/Loyola Core, Major, Minor, Adjunct, Language, and General Elective requirements for all College of Arts and Sciences degrees and majors (approximately 56 A.A/B.A./B.S. degrees and 38 Minors); research transcripts; research courses at other institutions for use in Loyola degree-plans; disseminate College-specific information to students; work with students, Associate Dean, and Student Records to articulate Military-science credits via Joint Services Transcripts as appropriate; evaluate and post, or coordinate posting of other applicable non-Loyola credits as needed (CLEP, Credit By Examination, Advanced Placement, etc.); For College of Business and College of Music and Media, evaluates and articulates incoming transferred course-work toward Honors curriculum only; ensures credits have been appropriately applied to Honors curriculum, rather than General Electives
• Determines Loyola credit and application for students who have taken the Advanced Placement Exams or the International Baccalaureate. Articulates information in Colleague for placement on their Loyola transcript.
• Prepares materials for orientations for incoming Honors students.
• Create, review, and adjust schedules of new students in College of Arts and Sciences honors students into their major requirements; create, review, and adjust schedules of new students in CoB and CMM honors students into their honors core requirements. At orientation, along with Director, advises incoming Honors students in selection of classes
• Actively participates in orientation programs by attending the programs, handing out materials and meeting with incoming honors students
• Coordinates between department Chairs and Student Records the input of classes in Colleague for Fall, Spring and Summer registration.
• Liaise between Student Records and Academic Departments to distribute Fall, Spring, and Summer scheduling data; review data, trouble-shoot, and assist all parties as needed in course set-ups; by term, assist Dean, Associate Dean, Senior Online Technical Advisor, and Student Records in reviewing courses for capacity versus waitlists; assist in raising caps and clearing waitlists as appropriate.
• Assigns honors students to Ignatian Colloquium mentoring groups.
• Communicates with Res life; handles logistics of retreats (first year orientation, Ignatian, etc.)
• Advise students, and resolve and document student issues; assist faculty-advisors, Associate Dean, Admissions, Student Records, University Honors Program, Academic Departments, Center for International Education, Student Success Center, Office of Accessible Education, and other offices with same. Aid in registrations for persisting students in all semesters; and review requests for maximum credit-load registration and overloads.
• Maintain student records including Major/double-Major dpcls and Minor tracking sheets; process faculty requests for adjustment to same; align degree-tracking software to match dpcls; process substitutions and waivers requested by faculty; process changes of Majors, and addition of Minors and second Majors to student's records; create alternate dpcl scenarios to aid students in consideration of changing programs or catalog years; monitor Contract Majors as needed; coordinate dpcls and requirements with University Honors Program administrator for Honors students; re-articulate course-work for Honors students leaving the program and taking up a non-Honors program; train students and faculty in the art of degree-tracking.
• Confirms correct application of courses to the student's record that a student has had pre-approved to take at another university.
• Updates all Degree Programs majors, minors, foreign language, adjunct, common curriculum and general electives on the Degree Program Course List (DPCL). These programs are reviewed yearly by the departments and the Dean and all adjustments are made to reflect any changes.
• Updates all Honors DPCLs for every major and program on an annual basis, and provides correct information to the annual bulletin.
• Meets with currently enrolled students throughout the day to answer questions regarding Honors. Assist with Honors advising during advising periods prior to registration and assists students with registration challenges.
• Adjusts the individual records of any currently enrolled students in Colleague to ensure Honors and major requirements are appropriately tracked.
• Prepares audits for Honors core requirements for CoB and CMM and both major requirements and Honors core requirements for CAS candidates for graduation, including the creation and upkeep of a the students' Degree Program Course List and reconciling it to Colleague to determine remaining course requirements through online audit, and communicating the information to student and faculty advisor via email.
• Monitor applications for graduation; perform degree audits for graduation-candidates (often multiple times as appropriate based on new/additional/evolving data); send detailed final-requirements information to students and faculty advisors; post audit information in online graduation application system; make final reviews of candidate files and recommend students to Dean and Associate Dean for graduation; work closely with students to overcome obstacles for graduation; advise students for resolution of GPA complexities; evaluate students with academic difficulties for program-changes to facilitate successful exit from University.
• Certifies CoB and CMM students that have completed Honors requirements, and CAS students that have completed Honors and major requirements for graduation including directing courses to ensure students have completed their degree requirements, and confirming their department honors and proper GPAs in the major, minor, and cumulatively.
• Aids the Director in communication with the faculty and college Honors advisors. Revises or prepares new materials (e.g. Honors advising "cheat sheet") as necessary and updates website.

Fiscal:

• Maintains financial accounts for the UHP.
• Maintains internal UHP financial ledger.
• Balances accounts monthly.
• Projects expenses.
• Handles collection and disbursement of funds for the UHP.
• Processes purchase orders and prepares check requests for Director and staff.

Administrative:

• Communications:
• Serves as the first office contact for students, parents, and faculty regarding UHP activities, policies & procedures, class information, and admissions.
• Greets students and visiting parents in absence of UHP Director.

Maintains UHP website to provide integrated, coordinated, and user-friendly access to all site visitors. Routinely updates the UHP intranet with strategic planning, assessment, and reporting documents approved by the University Honors Advisory Board (UHAB) or the UHP Director.

• Maintains the UHP section of the Undergraduate Bulletin. Creates, updates, and uploads DPCLs for every academic program in Honors annually.
• Maintains database of contact information for UHAB members.

Coordinates, schedules, and takes minutes at UHAB meetings.

• Maintains database, contact information, and Loyola email lists of current Honors students.
• Word-processing of all correspondence and special projects.

Prepares mail and email for students and faculty regarding UHP activities.

Works with Office of Institutional Advancement for Honors alumni communications and events.

Generates or changes forms or form letters needed for the office. (This includes creating or updating a number of forms or letters needed by the office to hand out or send to faculty or students.)

Honors Admissions:

• Processes all applications and acceptances to the UHP; handles all application and acceptances processes for internal applicants to UHP;
• Responds to inquiries of applicants and their parents, as well as to inquiries of internal applicants;
• Works closely with the Office of Admissions to ensure admissions procedures and best practices are being followed.