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 at For information about the university's focus on transformative education, they should consult our website at

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 WorkDay 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 arrangementsBrings pertinent dates to chair's attention, prepares and/or provides necessary documents for use in meetingsRecords, transcribes and distributes meeting minutes for the Physiology faculty meetings; prepares and distributes faculty meeting agendaAssists chair with all aspects of faculty recruitment. High degree of professionalism required for constant contact with external contactsAssists 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 spreadsheetPrepares and proofreads correspondence, reports and other documentsServes 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 visitorsDepartment 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 speakerEnsureCMEsign in sheet is available at all seminars; enters names of attendees forCMEcreditMaintains spreadsheet of seminar expensesCreate, distribute and post seminar flyersOrder food for student/speaker lunchesEscorts speaker when on site and arranges transportSubmits check requisitions for speakers honorarium and completes expense reimbursements as neededDepartmental Support:Organizes and maintains an accurate paper and electronic filing system for departmental chair, director, program directors and departmentAct as mentor and trainer to junior level support staff, students and volunteersOrders and maintains suppliesSubmits facility requests as requiredServes as principal contact and source of information for students, staff, faculty and external visitorsHandle special projects and events (organize student career day, departmental events). Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, making travel arrangements and reservations, and overseeing the event as it occursContributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgroundsPlaces purchasing orders in LawsonActs as receptionist to internal and external visitors by answering departmental general phone and greeting guestsGraduate Program Support:Be the primary contact for all current and prospective students.Upload all course materials in Sakai and work with faculty to revise course materials including PowerPoints, handouts, Panopto videos, and exam questions.Facilitate enrollment and student course registrations each semester.Organize orientation program: coordinate presentations from parking, library, biosafety, student wellness, ministry, medical school organizations, etc.Work with medical students in the peer mentoring program and help organize events forMSMPstudents with the medical school mentors.Proctor all exams for theMSMPprogram and maintain grade records.Create and maintain allMSMPcourse schedules, coordinate teaching faculty, reserve room scheduling, and assist students with scheduling issues.Maintain and update program and department websitesWork with international office for international student visa issues.Attend graduate program recruitment fairs and create promotional materials.Work with educational technology to maintain and launch online course modules for MS-CAPS.Research area local hotels about student housing options for in-person laboratory rotations.Process all applications in Slate and work with admissions committee for all MS programs.Answer email and phone inquiries from prospective students.Maintain historical data and track students following graduation to ensure outcomes statistics are accurate.Work with PhD students to schedule committee meetings and reserve rooms.Organize all social events and graduation celebration.Assist the faculty Graduate Program Directors in other areas as requested.

Minimum Education and/or Work Experience - Bachelor's degree in related field and at least two to three years of related experience required.

Qualifications - Bachelor's degree strongly preferredExcellent verbal and written communicationHigh level organizational skillsAbility to multi-task nd meet deadlinesAbility to work well independently and as part of a teamMust be self-motivated

Computer Skills - Proficiency in Word and ExcelAptitude to learn specific computer applications as necessary such as SlateReviewing and updating departmental web-site (weekly)Attending and active in the social media committee meetings and follow-up activityObtaining computer and related quotes for the DepartmentRecording faculty lectures; help with editing, storage and organization of same

Supervisory Responsibilities - No

Required operation of university owned vehicles - No

Does this position require direct animal or patient contact? - No

Physical Demands - None

Working Conditions - None

Position Maximum Salary or Hourly Rate - $31.12/hr

Position Minimum Salary or Hourly Rate - $23.09/hr

Special Instructions to Applicants - 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 at For information about the university's focus on transformative education, they should consult our website at

About Loyola University Chicago - Founded in 1870, Loyola University Chicago is one of the nation's largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With15 schools, colleges, and institutes—including Business, Law, Medicine, Nursing, and Health Sciences—Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation's top universities by U.S. News & World Report, Loyola is aSTARSGold-rated institution that is ranked as one of the country's most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world.