Student Affairs Coordinator

Jun 16, 2017
Institution Type
Four-Year Institution
About The Unit: The Institute for Molecular Engineering (IME), established in 2011 by the University of Chicago in partnership with Argonne National Laboratory, is a transformational academic unit exploring the intersection of science and engineering. IME explores innovative technologies that address fundamental societal problems through advances in nanoscale manipulation and design on a molecular scale.IME is the largest new academic program that the University has started since 1988. The IME is currently seeking an Associate Dean of Students.

Unit Job Summary: The Student Affairs Coordinator supports the Associate Dean for Education & Governance in the Institute for Molecular Engineering in all matters related to student administration, support, and programming; admissions and recruitment; matriculation including onboarding, orientation and training, data management and reporting; and student communications. Performs administrative tasks such as working with faculty to prepare quarterly time schedules, tracking/compiling/distributing applications for undergraduate research, organizing student-related forums such as the autumn term "faculty talks," and compiling information for quarterly/annual academic progress reviews. Assists with developing and reviewing student related content on the IME website. Reviews and makes annual updates to the College Catalog and Graduate Announcements. Promote IME student initiatives and attends related events. Composes and edits correspondence and other documents. Manages disbursement of divisional and outside student financial aid via AIS. Monitors course registration and addresses registration issues (both at the student level and at the course level). Coordinates with divisional colleagues to administer process related to non-degree visiting students (NDVS) (provides guidance on policies, expectations, and fee structures, maintains checklist of procedural steps, ensures that appropriate permissions are secured, maintains NDVS case files, etc.). The Student Affairs Coordinator responds independently to general inquiries from prospective and new students. Provides front-line advising to undergraduate and graduate students, referring them to appropriate resources for information and providing guidance in interpreting student-related policies, procedures, and guidelines related, but not limited to: key deadlines, course requirements, program requirements, tuition billing and fees, and course registration. Handles confidential student information as required by FERPA. Maintains records related to student academic progress and to departmental course evaluations. Assists in the planning and execution of major student events such as Orientation, Admitted Students Weekend, and Convocation. Coordinates administrative support. Monitors finances and ensures that spending limits for major events are adhered to. Works with Associate Dean of Students to authorize and disburse reimbursements to students. Develops positive and active working relationships with internal and external constituents at varying levels of leadership including but not limited to the Registrar, the Bursar, University and Divisional Deans' Offices, the College, the Physical Sciences Division, the Biological Sciences Divisions and others to facilitate synergies across departments related to programming, resolution of student questions and concerns, and other matters of common interest. May serve as a resource to IME faculty and staff in interpreting both departmental and University policies and guidelines. Provides administrative support to senior staff in student/academic affairs as needed. May coordinate summer intern program. Provides data and content for the Institute's annual report.

Unit Education: Bachelor's degree with a minimum of two years of relevant administrative experience working with students and experience in a college or university, preferably in a research institution required. Advanced degree preferred.

Unit Experience: A minimum of two years of relevant experience working with students and experience in a college or university, preferably in a research institution required. Proven experience in identifying needs, proposing, and implementing solutions in administrative processes required. Experience demonstrating a high level of sensitivity and discretion when dealing with confidential situations required. Good judgment and capacity to balance competing goals required. Knowledge of the University of Chicago's admissions and aid procedures preferred. Familiarity with the academic research enterprise and higher education structures highly preferred. Excellent written and oral communication skills to communicate effectively and cultivate positive working relationships with students, staff, faculty, and the general public required. Excellent interpersonal skills including outstanding judgment, discretion, a strong ethical approach to decision-making and a demonstrated ability to resolve conflicts fairly and diplomatically, and ability to maintain confidentiality required. Ability to work independently, take direction, and achieve consensus required. Excellent organizational skills, problem solving ability, and attention to detail required. Excellent computer skills, including knowledge of word processing, spreadsheets, and databases required. Facility with data management required. Ability to manage day-to-day duties with efficiency and coordinate multiple long-term projects effectively required.

Unit Job Function Competencies: Demonstrated flexibility and ability to multi-task on frequent and constantly changing demands required. Ability to effectively communicate with faculty, graduate students, and various administrative offices at all levels in the University required. Excellent organizational skills required. Attention to detail required. Analytical skills required. Ability to meet deadlines required. Ability to maintain confidentiality required. Ability to resolve problems required. Ability to work independently and as part of a team required. Knowledge of Microsoft Office required. Knowledge of database management software preferred.

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