Faculty Affairs and Business Services Coordinator

Position Details

Position Details

Job Title

OFFICE COORDINATOR

Position Number

8100585

Job Category

University Staff

Job Type

Full-Time

FLSA Status

Non-Exempt

Campus

Chicago-Water Tower Campus

Department Name

SCHOOL OF EDUCATION

Location Code

SCHOOL OF EDUCATION (02300A)

Is this split and / or fully grant funded?

Duties and Responsibilities

Core Responsibilities include :

Faculty Affairs

o Coordinate the logistics for tenure and promotion, mid-tenure review, and faculty leave procedure

o Liaison between faculty administration and SOE for faculty training and support on tenure, promotion, mid-tenure review and faculty leave procedures

o Coordinate logistics for faculty annual review procedures

o Coordinate logistics for part-time, full-time, & graduate assist. onboarding and orientation

o Support logistics for initiatives related to faculty research & grant support

o Coordinate development and implementation of faculty affairs policies and procedures

o Manage Interfolio system, manage Faculty Activity System, and manage faculty files in DocFinity

• Coordinate with faculty administration and OIE to maintain and update these systems, as needed
• Provide training and support to faculty on all faculty systems

o Coordinate with AD for Academic Affairs to identify course enrollments for approval and enter part-time faculty in Locus

o Develop and manage system for collecting faculty CVs for accreditation

o Coordinate collection of syllabi for accreditation and ensure compliance with syllabi policy

o Coordinate program / course approval and modification procedures between academic council, Dean's office and University committees

Ensure compliance with policies and procedures

o Coordinate with Registration and Records to complete and update course inventories; tracking program changes, etc.

o Develop and manage system to manage program / course approval and modification files in DocFinity

o Manage faculty and academic affairs communications (e.g., Sakai site; website)

o Other duties as assigned

Business Services

o Process ePAFs, expense reimbursements, and purchase orders

o Coordinate implementation of cohort discounts with financial aid, program coordinators, bursar, registration and records, and business manager

o Manage and process contracts (e.g., part-time faculty contracts)

o Manage business services files in DocFinity (e.g., assistantship award letters, MOUs)

o Coordinate with business manager and AD for Student Academic Affairs to process scholarships

o Supervise student workers

o Manage business services communications (e.g., Sakai site; website)

Deans Office Support

o Planning and management of Commencement tasks (e.g., program book editing, submitting student details, seating chart / PowerPoint slides for students, etc.)

o Managing Associate Dean's ProCard charges

o Editing and distributing school-wide newsletters and announcements

o Event and faculty project / admin support (e.g., Charlie's event, scheduling interviews)

o Admit qualifying Non-degree applications

o Web Edit Request oversight

Required Skills

• Exceptional attention to detail
• Strong organizational skills
• Strong communication skills (oral and written)
• Flexible and easily adapts to change
• Ability to collect, organize and report data
• Skilled in using various software programs (e.g., Microsoft suite)
• Excellent project management skills (e.g, designing project plan, coordinate implementation with multiple team members, and produce deliverables on-time)

Minimum Education and / or Work Experience

Some college required; bachelor's degree strongly preferred. Three to five years of related experience in an office setting;

some supervisory experience preferred. Equivalent combination of education and experience may be considered.

Qualifications

Masters degree in education or related field or two+ years of experience in related field

Certificates / Credentials / Licenses

None

Computer Skills

Intermediate MS Word processing, MS Excel or Spreadsheets, MS PowerPoint, MS Publisher and MS Access or Database Software.

Adept user of Internet, e-mail and other office automation systems.

Supervisory Responsibilities

Required operation of university owned vehicles

Does this position require direct animal or patient contact?

Physical Demands

None

Working Conditions

None

Open Date

07 / 02 / 2024

Close Date

Special Instructions to Applicants

Diversity and Inclusion Statement

Diversity, Equity, and Inclusion

As one of the nation's largest Jesuit, Catholic universities, Loyola University Chicago fosters a transformative cultural experience that honors diversity, equity, and inclusion .

We are committed to not only recruiting, but also retaining a diverse, mission driven workforce and enabling a culture of inclusiveness in an environment that values service excellence, stewardship, personal well-being, and professional development for all of our employees.

Loyola University Chicago supports its staff and faculty with a wide array of affordable, comprehensive and competitive benefits centered on health and wellness, financial security, equity, and work-life balance.

We actively seek those who wish to join our faculty, staff, and students in a community of diverse opinions, perspectives, and backgrounds supporting our Jesuit mission and striving toward the same goal of being persons for and with others.

Quick Link for Posting

https : / / www.careers.luc.edu / postings / 28526