Student Program Coordinator/Office Coordinator

Loyola University Chicago

403(b)

United States, Illinois, Maywood

Dec 07, 2024

Position Details

Job Title	COORDINATOR - EXEMPT
Position Number	8150660
Job Category	University Staff
Job Type	Full-Time
FLSA Status	Exempt
Campus	Maywood-Health Sciences Campus
Department Name	SSOM ADMINISTRATION
Location Code	SSOM ADMINISTRATION (06110A)
Is this split and/or fully grant funded?	No
Duties and Responsibilities	This position provides advanced administrative support to the Stritch School of Medicine Dean's Office and serves as an office staff member, particularly in regard to providing programmatic support to ongoing initiatives such as medical student education and MD/PhD program administration. The position interfaces with SSOM leadership and members of the SSOM Dean's Cabinet including the Vice Dean of Professional Formation, Vice Dean of Education and Vice Dean of Administration. Essential Duties and Responsibilities include, but are not limited to, the following: MD/PhD Program Administration - 60% Primary contact for all current and prospective MD/PhD students. Assist SSOM Dean and Co-Directors with management of MD/PhD program application reviews, interviews and provide overall administrative support. Work closely with SSOM's Office of Student Affairs, Educational Affairs, the Bursar, Admissions, Financial Aid, and Registrations & Records. Work in conjunction with HSC Graduate School & Graduate Biomedical Sciences. Primary oversight of budgets; monitor spending, prepare and process expense reimbursements, expense transfers, procurement card management, payroll, etc. Monitor and submit SSOM MD/PhD notifications to AAMC National Interview Calendar. Manage MD/PhD Program Annual Admissions Interviews; data management, coordination of reviewers and interviews, scheduling, catering, room reservations, evaluations, ranking, acceptance letters. MD/PhD Program Website oversight and management. Manage the hiring and onboarding process of M1 students through HR Work Bright system as graduate student workers. Responsible for annual renewal of stipend updates / oversight of payroll distribution. Initiate the process of students leaving medical school and entering graduate school through Graduate and Professional Enrollment Management. Track student's progression into integrated programs in biomedical science. Coordinate annual student reviews with program directors. Monitor and provide students with AAMC MD/PhD events. Medical Education Support - 25% Assist with Personal and Professional Development (PPD) initiative within the Office of Medical Education for SSOM medical students. Duties include support for the following projects: M1 and M2 REM Program Days M1/M2 Electives for PPD M3 Participation in PPD M1-M3 Point of Care Ultrasound (POCUS) Serve as point of contact for the course director. Schedule room reservations for courses. Calendar entry/scheduling. Course material preparation/printing. Oversee student attendance at course events. Prepare student messaging. Grade entry. Administrative Support for Dean's Cabinet - 15% Front office coverage for faculty, staff, students and visitors. Provide support to the Vice Deans with confidential matters and tactfully handle delicate projects. Provide assistance with catering, room reservations and budget oversight for the Vice Dean of Professional Formation. Assist with preparation of check requisitions, purchase requisitions, and expense reports for SSOM Cabinet Members. Utilize Lawson Requisitioning and Payment Requisition System to process orders for clinical departments in the absence of LUC administrative support. Procard management for cabinet members as needed. Serve as a resource for SSOM departments and units. Answer and screens phone calls, take messages and make appropriate referrals for faculty, staff and students. Attend meetings as requested; prepare/distribute meeting agendas as needed. Maintain calendars as needed to include scheduling meetings, arranging appointments, and coordinating travel arrangements. Perform other duties as assigned.
Minimum Education and/or Work Experience	Bachelor's degree in related field and three years of related experience.
Qualifications	Minimum Education/Experience: Bachelor's Degree Experience in higher education or medical center environment strongly preferred. Equivalent combination of education and experience may be considered. Preferred Qualifications: Experience with task scheduling and resource assignment. Excellent written and verbal communication skills. Solid organizational skills including attention to detail and multitasking skills. Good interpersonal skills and the ability to interact with individuals at all levels in the organization. Ability to perform administrative and secretarial duties with wide latitude for exercising discretion and judgment. Ability to independently set priorities while taking into consideration input from leadership. Ability to compose letters and memorandums and perform basic office procedures such as filing. Ability to deal calmly and courteously with people. Ability to deal with stressful situations. Ability to finish tasks in a timely manner. Ability to work as an effective team member. Ability to work independently and have good judgment when making decisions. A qualified candidate will preferably possess: Experience working with executive management Strong written and verbal communication, interpersonal and organizational skills with the ability to maintain a professional demeanor. Strong attention to detail and ability to multi-task effectively Discretion to manage confidential data Tactful, professional capabilities to expeditiously handle inquiries from a variety of constituencies
Certificates/Credentials/Licenses	N/A
Computer Skills	- Proficiency with MS Office 365, Zoom and MS Teams. - Knowledge of Kronos, Lawson and Payment Requisition System.
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
Open Date
Close Date
Position Maximum Salary or Hourly Rate	$65,000/ann
Position Minimum Salary or Hourly Rate	$60,000/ann
Special Instructions to Applicants
About Loyola University Chicago	Loyola University Chicago is a private Jesuit University founded in 1870 by the Society of Jesus. One of the largest Catholic Universities in the United States, Loyola's professional schools include programs in medicine, nursing, and health sciences anchored by the Loyola University Medical Center, and the Loyola University Chicago School of Law. Comprised of thirteen colleges and schools, Loyola University Chicago offers more than 80 undergraduate and 140 graduate/professional programs while enrolling approximately 17,000 students. In addition to offering a world class educational experience, Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. Our benefits are centered on health and wellness, financial security, equity, and work-life balance. We offer medical, dental, vision, 403(b), HSA, FSAs, tuition benefit, pre-tax transit benefits, EAP, and more. To view our benefits in detail, click here. As one of the nation's largest Jesuit, Catholic Universities, Loyola University Chicago fosters a transformative cultural experience that honors Diversity, Equity, and Inclusion. We are committed to recruiting and retaining a diverse, mission driven workforce that enables a culture of inclusivity. We act with the heart of a nonprofit organization and an academic enterprise with ethical practices that advance the Jesuit Mission. Loyola actively seeks to build a community of diverse opinions, perspectives, and backgrounds that support our Jesuit tradition, while helping Ramblers foster a sense of belonging and affinity for all. Loyola University Chicago is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion (except where religion is a bona fide occupational qualification for the job), national origin, sex, age, disability, marital status, sexual orientation, gender identity, protected veteran status or any other factor protected by law.
Quick Link for Posting	https://www.careers.luc.edu/postings/29384