at University of Illinois in Urbana, Illinois, United States
Job Description
Graduate Programs CoordinatorDepartment of Mechanical Science and Engineering
The Grainger College of Engineering
University of Illinois Urbana-Champaign
The Department of Mechanical Science and Engineering, consistently ranked in the top 6 programs in the nation, seeks qualified candidates for the position of Graduate Programs Coordinator. This position will o versee the department's graduate recruitment and admissions operations, including carrying out existing initiatives and developing new initiatives for recruiting top applicants to the department's MS and PhD programs.
Duties and Responsibilities:
Recruitment and Admissions Coordination
• Together with the Associate Head for Graduate Programs, and Graduate Programs Office staff, develop and implement strategic means for the Graduate Program, and for marketing and promoting the program to potential students.
• Serve as a point of contact for department on admissions, recruitment, and policies.
• Responsible for various recruiting activity communications (telephone, written, electronic and regular correspondence) between the Department, Graduate College, and prospective applicants to the Department's graduate programs.
• Responsible for planning and organizing recruiting promotions, including annual recruiting events for prospective students and for implementing new recruiting programs as necessary. This includes coordinating itineraries, catering, travel, and reservations for prospective students.
• Receive, review and process applications to the MS and PhD graduate programs. Follow up with applicants on missing items, receipt of required documentation and decisions once made.
• Maintain a computer database of applicants with pertinent information and application status. Refer completed files in a timely manner to Graduate Admissions Subcommittee for consideration. Serve as liaison between faculty and prospective student applicants.
• Submit and track admission referrals to the Graduate College Admissions Office using Slate and Grad Apps information systems. Create and communicate admission offers for new students.
• Communicate with entering graduate students regarding fellowships and research or teaching assignments.
• Maintain graduate program's website and assist with various publications providing information for prospective students.
• Manage fellowships including submitting ratings form and send out notice of appointment; work with HR on newly admitted graduate student assistantships and hires.
• Communicate with and advise applicants and new students pertaining to admissibility, application requirements, and new student procedures.
• Attend workshops and meetings within the College and university to stay current on admissions procedures and student recruitment events.
Graduate Program Coordination
• Develop and maintain communications for the graduate programs including but not limited to written publications, brochures, web pages, social networking, and other media. Research and make recommendations regarding new media and markets as necessary to effectively market the department's graduate programs to prospective students. Develop and implement strategies to market the programs to prospective students through initiatives including participation in MechSE undergraduate programs, campus activities, engagement of industry sponsors, and attendance of national conferences, which includes some evening and weekend commitments and travel.
• Responsible for the planning and coordination of new student orientation events.
• Communicate with applicants and new students, assisting with their transition needs to the graduate program.
• Maintain annual admission data and report admissions statistics for the department.
• Prepare various reports, including the analysis, data and assessment of successes and obstacles within graduate recruiting, and admission, on the graduate program, for the Department, College, and Graduate College. Prepare ad hoc reports as needed or requested.
• Together with Graduate Programs Staff, prepare annually update the Graduate Programs Handbook outlining policies, procedures, degree requirements and campus information. Assume additional appropriate related graduate programs duties to further the mission of the department.
• Pursue professional development activities to expand knowledge and maintain competitiveness for graduate admissions and recruitment.
• Occasional travel and working outside of normal business hours will be necessary for events.
• Additional related duties to further the mission of the department.
Specialty factors:
Bachelor's degree in engineering, business, communications, higher education or related field.
A total of two (2) years (24 months) work experience supporting student activities and/or programs.
Preferred qualifications
Master's degree in an area consistent with the duties of the position, may be substituted for one (1) year of work experience.
Work experience in higher education, preferably in an academic department. Experience and/or familiarity with engineering studies and curriculum. Experience with graduate student recruitment, admissions, and/or advising. experience in graduate programming in higher education. Demonstrated experience with graduate admissions and/or recruitment activities. Familiarity with SLATE and GradApps preferred.
Knowledge, Skills and Abilities:
Excellent command of grammar, spelling, punctuation, and writing skills. Excellent customer service, follow-up, and technical computer skills. Ability to organize and manage diverse activities. Familiarity with graduate admissions policies and procedures. Comprehensive understanding of University, College, and Department organization, objectives, and goals. The ability to travel and work outside of normal business hours will be necessary for events.
Appointment Information
This is a 100% full-time Civil Service Program Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after July 26, 2024. The minimum starting salary is $55,000, commensurate with experience and qualifications. Work authorization is not available for this position.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (Central Time) on July 26, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Please submit a cover letter, resume and the contact information for three professional references . Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Hannah Dorsey at hdorsey@illinois.edu. 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 accessibility@illinois.edu .
Requisition ID: 1025360
Job Category: Administrative
Apply at: https://jobs.illinois.edu
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