Office Operations and Records Coordinator

Job description

Position Details

Position Details

Job Title OFFICE OPERATIONS AND RECORDS COORDINATOR Position Number 8101722 Job Category University Staff Job Type Full-Time FLSA Status Non-Exempt Campus Rogers Park-Lake Shore Campus Department Name GRADUATE SCHOOL Location Code GRADUATE SCHOOL (02550A) Is this split and/or fully grant funded? No Duties and Responsibilities

Administration
- Accountable for the organization and implementation of degree conferral for the Graduate School.
This includes:
- Oversees [email protected] inbox triage and answering general inquiries
- Generating the graduation applicant data base
- Confirming completion of degree requirements with GPDs, Associate and Assistant Deans through GSPS and LOCUS
- Conferring degrees and sending formal letters to all applicants once Degree Requirement Checklists are approved.

- Provides administrative support for Graduate School Events for large as well as small events which may include: Commencement, Orientation, Workshops for Students, Annual Research Symposium, Schmitt Events and Graduate School Meetings:
-Reservation of Rooms
-Food and Beverages for Event
-Information being sent to the various parties involved to determine RSVP
-Materials needed for Event (ordering award plagues, certificates, etc.)
-Confirms set up, meets with caterer at the event date, follow up on charges
-Taking lead responsibility for commencement and conferences for speakers in terms of logistics, plane and hotel reservations

-Manages and communicates with all staff and student regarding the day to day operations in the Graduate School
-Coordinates the orders of supplies for the staff, office, and students as needed for day to day operations
-Manages contracts and services related to copy machine and document shredding
-Communicates messages from Dean’s Office as needed
-Answering the phone calls, takes deliveries and mail in absence of student assistant

-Other duties as assigned

Budgetary
-Assists Dean and Associate Dean with budgetary oversight and financial planning
-Uses BI reports and Excel to track Graduate School Accounts to prepare budgetary reports for the respective Deans
-Works with the Awards Coordinator at least quarterly to review and solve student stipends and scholarships issues to various accounts
-Maintains up to date information on expenditures
-Administers purchase and payment requisitions for Graduate School

Reports
-Prepares the Annual GPD report for the Dean and Associate Dean
-Assists in the preparation of grant reports for the Graduate School (e.g., Schmitt)
-Prepares formal reports for various Deans (e.g., student demographics, academic activity, time to degree and graduation rates)

Computer Skills
-Strong knowledge of Microsoft office, especially Word, Excel, and PowerPoint,
-Experience with PeopleSoft and/or similar academic systems is preferred
-Aptitude for financial and academic processes

Reasoning and Other Skills:
-Ability to identify issues, collect data, establish facts and draw valid conclusions
-Detailed oriented
Collaborates with data base analyst from Research Office to develop, modify, and improve electronic forms for student tracking of information and progress reports

Responsible for communicating with the Graduate Program Directors regarding documentation of the students in their respective programs.

Prepares and generates formal reports for Associate Deans on student productivity (e.g., grants, presentations, and publications) for the Provost Office, Institutional Research, Advancement, and external agencies.

Accountable for the organization and implementation of degree conferral and commencement for the Graduate School. This includes: generating the graduation data base, managing all graduate application information on PeopleSoft, and supervising staff responsible for graduation events.

Minimum Education and/or Work Experience

- Bachelor’s degree required with master’s preferred
– 1 or more years’ experience and/or training in education, higher education preferred
– 1 or more years’ experience and/or training in business and financial reports preferred

Qualifications

-Bachelor’s degree required with master’s preferred
-Experience and/or training in education, higher education preferred
-Experience and/or training in business and financial reports preferred
-Most of this work is within the standard work week, however, may need to be available in off hours to meet deadlines or reports

Certificates/Credentials/Licenses

- Bachelor’s degree required with master’s preferred
- Experience and/or training in education, higher education preferred
- Experience and/or training in business and financial reports preferred
- Most of this work is within the standard work week, however, may need to be available in off hours to meet deadlines or reports

Computer Skills

- Strong knowledge of Microsoft office, especially Word, Excel, and PowerPoint,
- Experience with PeopleSoft and/or similar academic systems is preferred
- Aptitude for financial and academic processes

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 Lighting Open Date Close Date Special Instructions to Applicants Quick Link for Posting http://www.careers.luc.edu/postings/11367 Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you possess a minimum of a Bachelor's Degree?
    • Yes
    • No
  2. * Do you have one or more years' experience and/or training in business and financial reports?
    • Yes
    • No
  3. * Do you have one or more years' experience in education?
    • Yes
    • No
Applicant Documents Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents

     

     

     

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    Job No:
    Posted: 6/20/2019
    Application Due: 6/30/2019
    Work Type:
    Salary: