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Location

Urbana, IL | United States

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Job description

Graduate Programs Coordinator and Academic Adviser

Department of Bioengineering

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Department of Bioengineering in The Grainger College of Engineering seeks applicants for a Graduate Programs Coordinator and Academic Adviser position. Reporting to the Associate Director of Operations and the Associate Head for Graduate Programs, the Graduate Programs Coordinator and Academic Adviser manages the administration and operation of the MS and Ph.D. programs within the Department of Bioengineering, is responsible for the programs' recruitment, admissions, administration, and projects, and provides academic advising to support the personal, academic, and professional development of Bioengineering students within these programs.

Duties and Responsibilities:

Advising

• Serve as the staff advisor and primary contact for graduate students during their academic career. Track progress and provide communication and guidance on course selection, registration, and related policies; explain and illustrate registration procedures. Approve student changes to academic status (petitions, withdrawals, course changes). Certify graduate degrees. Maintain all graduate student records online using the Graduate Records application in the Engineering Portal.

• Perform degree audits, thesis reviews, petition submissions, coordinate graduate student annual reviews, and coordinate qualifying, preliminary and final examination processes. Process requests for all preliminary and final exams through Graduate College (Thesis Office) and provide approved exam paperwork to students.

• Serve as a liaison to ISSS regarding CPT/OPT applications and visa renewals.

• Serve as a liaison to campus units responsible for English proficiency exams (EPI, EPT).

• Anticipate and take initiative in discovering and resolving graduate student problems in consultation with the appropriate faculty member(s).
  Recruiting & Admissions

• Process graduate student applications promptly for admission to the University. Follow up with applicants on missing items, receipt of required documentation, and admission decisions.

• Match applicant qualifications to fellowship opportunities, assist in fellowship applications for new and continuing graduate students, and prepare required documentation for the Graduate College.

• Manage the graduate student research/teaching assistant selection process and prepare decision correspondence.

• Organize new student orientation for graduate students.

• Lead recruitment efforts, collaborating with campus and Grainger Engineering to attract and diversify underrepresented groups in Bioengineering at multiple levels. Collaborate with the department's marketing and communications contact to create and distribute diverse recruitment materials, aiming to attract high-quality graduate student prospects. Plan and execute graduate recruiting visits for the department. This includes working with support personnel to develop itineraries, schedule meetings and arrange travel.

• Support and conduct recruiting events for high-quality targeted applicants, responding to inquiries, and assisting candidates as needed. This includes preparing for and attending graduate school fairs, annual conferences, and other events that may be appropriate for recruiting well-qualified students into the program.
  Program Administration

• Act as administrative liaison for the Associate Head of Graduate Programs, the Graduate Executive Committee, and the Graduate Admissions Committee, including organizing, scheduling, and facilitating regular meetings as well as documenting meeting minutes and distributing in a timely manner to the committee members and other appropriate parties.

• Assist with program assessment, evaluation and analysis of overall effectiveness, including the collection and interpretation of statistical data on admissions, students, and graduation. Communicate application and admissions data to the Associate Director of Operations on a regular basis. Create reports and presentations in collaboration with the Associate Head and Department Head.

• Coordinate the Annual Research Symposium and department awards for graduate students.

• Actively seek out opportunities for and assist with nomination package procedures and communicate information and deadlines to students for College, University, and external organization awards.

• Monitor graduate program expenses against the Bioengineering Graduate Programs budget.

• Develop and implement programming relevant to graduate students that provides professional development and/or opportunities for them to interact with other graduate students, faculty and representatives from industry and academia.
  Special Projects

• Develop an alumni relations program for students in the graduate program.

• Compile data for benchmarking activity through peer comparison, student surveys, and other sources. Analyze data to identify areas in need of improvement. Utilize data and analysis for strategic planning purposes.

• Assume additional appropriate related graduate program duties to further the mission of the department.
  Minimum Qualifications:

• Bachelor's degree in a related field

• 2 years professional work experience in academic advising, program management, admissions, recruiting, administration, or career development
  Preferred Qualifications:

• Master's degree in a related field

• Comprehensive understanding of University, College, and Departmental policies and procedures related to the administration of graduate programs

• Experience in graduate programs and/or working directly with graduate students, including student recruitment

• Proficiency in Banner software, SLATE, ad-hoc query of the Enterprise Data Warehouse, and Grainger Engineering portal applications
  Knowledge, Skills and Abilities:

• Ability to organize and manage diverse program activities involving people, data, and other resources

• Excellent interpersonal skills, strong verbal and written communication skills, and a proven track record of customer service with particular emphasis on interactions with faculty and graduate students

• Proficient computer skills, especially the ability to use Microsoft Word, Excel, Access, and Outlook
  APPOINTMENT INFORMATION
  This is a full-time academic professional position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. Applicants may be interviewed before the closing date; however, no hiring decision will be made until after that date. The minimum salary is $60,000, commensurate with experience and qualifications. Employees hired into this position will be expected to work onsite on a full-time basis with the possibility of hybrid work options available. Work authorization is not available for this position. This position may require an adjusted work schedule and/or work outside of the normal work hours for special events. In accordance with applicable University policies , Bioengineering is excited to provide a one-time sign-on incentive of 5% of the salary offer for this position.
  APPLICATION PROCEDURES AND DEADLINE INFORMATION
  Applications must be received by 6:00 pm (CST) on January 18, 2024 . Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references. Applications not submitted through will not be considered. For further information about this specific position, please contact Amy Meharry at [email protected] . For questions regarding the application process, please contact 217-333-2137.
  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 For questions regarding the application process, please contact 217-333-2137.
  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, and employment eligibility review through E-Verify .
  Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing [email protected] .
  Requisition ID : 1022123
  Job Category : Education & Student Services
  To apply, visit
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About University of Illinois - Urbana-Champaign

The University of Illinois at Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement. With our land-grant heritage as our foundation, we pioneer innovative research that tackles global problems and expands the human experience. Our transformative learning experiences, in and out of the classroom, are designed to produce innovative alumni who desire to make a significant, societal impact.

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