Program Coordinator

Program Coordinator (Assistant Director of Student and Diversity Affairs) - College of Dentistry Hiring Department: Dentistry Administration Location: Chicago, IL USA Requisition ID: Posting Close Date: April 2, 2024 About the College of Dentistry The College of Dentistry is the largest oral health college in the State of Illinois, provides care for 35,000 patients a year, and has over 500 students seeking dental degrees including DMD, PhD and Master's programs. The University offers a comprehensive benefits package, which includes Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave that includes Vacation, Holiday and Sick. In addition, the University offers tuition waivers for employees and dependents. Click for a complete list of benefits: at: Employee Benefits In collaboration with the Associate Dean and the Directors of Student and Diversity Affairs, the Program Coordinator is responsible for overseeing the administrative operations of the Office of Student and Diversity Affairs. The position provides administrative support for the Office's faculty, staff and students enrolled at the College, student organizations and student development programming. The Program Coordinator works closely with a variety of partners at the College University and nationally to ensure the Office operations are being met. This position is responsible for the office operations in the absence of the Associate Dean and Directors of Student and Diversity Affairs including all recruitment and admission and student retention matters and departmental policies, procedures, and ongoing business matters. Duties & Responsibilities: Financial / Administration: Responsible for developing, coordinating and monitoring all fiscal and administrative functions of the office. Process expense reimbursements, reconcile and pay invoices, orders office supplies and equipment related to the Office of Student and Diversity Affairs Student Affairs (OSDA). Responsible for the Office's inventory of supplies Responsible for all OSDA OBFS reporting requirements. Responsible for all OSDA Cleary Act reporting requirements Manage the OSDA calendar of events including EMS software. Keep records of student, faculty and staff placements in lockers Provide locker access to students, faculty and staff Function as ex-officio member on the OSDA's committees for record keeping Pay membership dues for students and staff, as well as conference attendance expenses (including registration, hotel, flights, etc.) All financial processing within office with P-Card, T-Card, Purchase Orders Schedule all meeting for the following committees and record all minutes.: Student Conduct, Deans Student Leadership Meeting, Student Faculty and Staff Relations Committee, Semester Class Meetings Take and track attendance at all meetings for the following committees: Student Conduct, Deans Student Leadership Meeting, Student Faculty and Staff Relations Committee, Semester Class Meetings Sending out recordings of meetings to constituents (e.g. Class Meetings)
• Serve on University and national committees as needed Marketing: Responsible for managing the OSDA website page including maintenance, editing, updating Creating departmental flyers Creating presentations Sending out informational and event flyers to students and college community via email Updating departmental monitors with current/relevant slideshow Ordering and inventory of OSDA informational materials Events Responsible for developing, planning and overseeing the implementation of Commencement, White Coat Ceremony, Orientations, Open Houses and Class Meetings Order and disseminate regalia and white coats for students, faculty and other participants using organized tracking system Survey students, faculty for regalia sizes and work with Bookstore to place the order Schedule student composite photos during orientation and commencement Design and print event posters, books and brochures as needed Communicate with university offices regarding students rosters Coordinate the recordings of student names for event Communicate with College, University and guest participants in events Create Student Newsletters Work with venue staff to book venue and determine stage setup and seating arrangements Set up and confirm Video production for live stream Advertise and collect for donations and sponsorship for events Take photos at event as needed Review and help edit scripts for Commencement and White Coat ceremonies Day of event complete any assigned roles and help wherever needed Lead and plan assigned orientation sessions (e.g. ice breaker) Order catering and plan and coordinate setup. Present information and prepare slideshows Student Development: Develops trainings and professional development programs for dental students to increase students' leadership knowledge and skills. Plan, coordinates and implements professional program, new student orientations, commencement, white coat ceremony and other special activities. Function as adhoc member on committees for programing purpose and on behalf of the dental students and student organizations as needed. Provide advisement and guidance to dental student organizations and the dental student council on organization resources and policies within the University. Designs/drafts official documents that provide program descriptions or advising sheets for the Office of Student and Diversity Affairs and other related informational materials. Manage student support programming, community outreach, student retention programs, special projects and data management for the college community to ensure College student retention goals are met. Provide guidance to students on resources available within the University and College to foster service and student empowerment Develop a systematic approach to meet retention goals and maintain an efficient and effective daily workflow in collaboration with upper administration. Prepare and deliver formal presentations to students. Update and maintain enrolled student database / information. Admissions: As needed, provide support to the OSDA recruitment, admissions and records activities. Diversity, Inclusion, Equity and Belonging As needed, provide support to the OSDA Diversity, Inclusion, Equity and Belonging activities Perform other related duties and participate in special projects as assigned. Minimum Qualifications Required: Bachelor's degree. A total of one (1) year of demonstrated experience with event planning in a higher education setting. Preferred Qualifications: Master's Degree Preferred 1 year of experience working in student affairs, an admissions role, or working with students in a university setting. Occasional evening or weekend hours Outstanding skills in oral and written communication, including public presentations. Good critical thinking skills Experience with Dental Education Knowledge of University Reporting for Student Data Working knowledge of marketing and communication strategies, as well as web development. Knowledge of Microsoft Office, Banner, Chrome River system, as well as other UIC software databases. To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application. Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required 180 days of employment. 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, COVID-19 vaccination requirement, and employment eligibility review through E-Verify. The university provides accommodations to applicants and employees. Request an Accommodation