Undergrad Office Coordinator

Job description

Position: Undergrad Office Coordinator Location: Wheaton, IL
Job Id: 423 # of Openings: 1 School of Psychology, Counseling, & Family Therapy
Undergraduate Office CoordinatorResponsible primarily to the Chair of Undergraduate Psychology for providing office coordination for the undergraduate psychology program including the neuroscience certificate program. Provide support to the broader School of Psychology, Counseling, & Family Therapy (PCFT), work in collaboration with the Administrative Assistant to the Dean and other administrative staff. Duties – Office Coordinator

  • Welcome and assist faculty, visitors and students; answer phone calls, distribute mail.
  • Maintain files of Undergraduate Psychology majors and minors. Prepare, process and distribute academic materials for majors, minors, graduates and prospective students.
  • Process student employment forms for the School of PCFT; keep records related to students’ work, monitor electronic time card approval process, assist students and faculty as needed.
  • Manage details related to the annual Scandrette Lecture and other Undergrad events; including communicating with speaker, arranging lodging, travel reimbursement, honorarium processing and marketing. Assist in broader School events as directed.
  • Keep all office supplies stocked and available for use. Order supplies for departmental copy machines and printers and troubleshoot all office equipment as needed.
  • Order supplies for experimental labs including equipment, technology, and scientific samples.
  • Track Undergraduate department budget.
  • Manage campus advertising and promotion for the Undergrad department including the Events/Opportunities bulletin board.
  • Use 25Live to reserve meeting space for students, faculty, and staff.
  • Provide administrative support for Undergrad faculty by assisting with Psi Chi membership and events, internship processing, collaborative research and department chapel.
  • Work with Facilities and Public Safety to manage key requests for faculty, staff and students for the School. Submit work orders when maintenance issues arise within the School. Attend department safety meetings.
  • Update website for School of PCFT and faculty profiles.
  • Maintain video library; inventory and add videos to collection as requested, check in/out videos.
  • Provide administrative support to the MFT, CMHC and PsyD Program Administrators throughout the year as needed.
  • Perform other duties as assigned.
Duties – Administrative Assistance for Neuroscience Certificate Program
  • Coordinate program schedule, labs, and special events.
  • Maintain certificate student files, prepare and distribute program information.
  • Assist in ordering of lab supplies.
  • Update webpage and marketing materials.
  • Perform other duties as assigned.
  • Minimum of 2 years of college training or equivalent.
  • Secretarial experience and good computer skills including MSO.
  • Knowledge of academic environment helpful.




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Job No:
Posted: 9/3/2019
Application Due: 10/2/2019
Work Type: