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Student Services Coordinator

Company: Indiana University
Location: Bloomington
Posted on: November 23, 2021

Job Description:

DepartmentBIOCHEMISTRY (BL-BIOC-IUBLA) Department InformationMolecular and Cellular Biochemistry is a modern, vibrant academic science department offering both undergraduate and graduate programs. We are housed in Simon Hall, a multidisciplinary science building strategically located between the departments of Biology, Chemistry, Medical Sciences, and Physics. This location mimics the goals of our department, which is to build scientific bridges between these various disciplines by stimulating interdisciplinary research among different fields.Our department continues to grow, with a number of faculty researchers and teachers who utilize leading-edge physical and structural biology methodologies to address exciting questions in the life sciences. Our areas of expertise are broad and include such sub-disciplines as structural virology, chromosome biochemistry, and the analysis of membrane receptors.More information about the Department of Molecular and Cellular Biochemistry at Indiana University may be found here.The College values diversity, equity, and inclusion as a core strength and essential element in the success of its educational mission. For the full diversity statement, click here.Job SummaryDepartment-Specific Responsibilities:

  • Provides management of student services for the Interdisciplinary Biochemistry Graduate Program and Molecular Life Sciences Undergraduate Program.
  • Performs the duties of Scheduling Officer, Enrollment Management, Graduate Recruitment, Admissions Coordinator, Event Coordinator, Program Website Editing and Updating,
  • Provides administrative Support for Director of Graduate Services (DGS) and Director of Molecular Life Sciences and Department Manager.
  • Manages graduate enrollment each academic semester, ensuring individual student compliance with program requirements.
  • Creates and maintains records for graduate students (current active enrollment of 50) for the entire career of their graduate training.
  • Utilizes proper encoding and storage of critical data in student records database.
  • Responsible for the student adherence to the Undergraduate Services (UGS) bulletin guidelines.
  • Maintains working knowledge and understanding of the College of Arts and Sciences and Undergraduate Services (UGS) academic structure and individual degree/program designs and requirements.
  • Initiates and processes various E-docs including, but not limited to, Undergraduate Services (UGS) forms (PhD and MS Degree).
  • Administers aspects of general student advising on degree requirements and planning.
  • Administers aspects of instructional effort, including arrangements for enhancing promotion of graduate degree offerings and student recruitment.
  • Reports to Director of Graduate Services (DGS) on Department enrollments. Administer revisions in section sizes and authorize updates on enrollment capacity and/or cancellations.
  • Analyzes enrollment trends and advise Chair, Molecular Life Sciences Director and DGS on optimal use of resources to meet student demand for courses.
  • Position requires knowledge of curricular issues for instruction and mastery of SIS, IUIE, College-based and University Graduate School systems.
  • Monitors registration activities; adjust course schedules as needed. Requests additional resources as needed to meet student demand for courses.
  • Manages wait-list, drop/add activities, eGrade changes, Course Permission, Acts as Grade Proxy for Research Credit Hour courses, etc.
  • Develops, builds and maintains the schedule of classes in close association with Biochemistry DGS and the Molecular Life Sciences.
  • Schedules classes. Coordinates with Biology and Chemistry for joint offered courses.
  • Coordinates classes with all faculty and resolves conflicts.
  • Communicates with registrar for changes of course listings, changes in time, room availability, etc.
  • Acts as liaison to other departments within COAS that discuss and make recommendations concerning class scheduling and enrollment capacity.
  • Processes New Course Requests, Course Change Requests, attend all registrar training courses.
  • Reserves rooms and resolves conflicts.
  • Processes Teaching Evaluations for Instructors and AI's. Maintains files and databases.
  • Recruits potential graduate students, domestic and international.
  • Conducts GRE database searches.
  • Coordinates with AGEP " Get You into IU" recruiting effort
  • Works with IU Printing services for printing and bulk mailings of recruitment material.
  • Coordinates with International Services/Admissions International Student applicants.
  • Sets up Skype conference call appointments for Admission interviews with international applicants.
  • Reimburses international candidates travel expenses through FMS/KFS on an as needed basis.
  • Attends all meetings and training sessions held by the College of Arts and Sciences and University Graduate School and keeps up to date with processes.
  • Analyzes data bases, such as IUIE, SIS , and eApplication.
  • Processes graduate applications and uploads information from various data bases.
  • Reviews application materials and secures necessary required admission documents.
  • Creates and manages OnCourse projects for Admission Committee review of applicants.
  • Works with International students' special requirements and International Services
  • Provides other admission /enrollment administration as required by the Programs.
  • Facilitates nominees for Underrepresented Minority Fellowships.
  • Plans, publicizes, and executes all aspects of events for the department, including graduate student orientation, workshops, public lectures, conferences, award ceremonies, faculty/staff retreats, and receptions. Negotiates contracts with vendors, catering, audio visual and special needs equipment, and selects menus, chooses room formats, and designs diagrams for special setups and registration. Requests hospitality codes. Processes reimbursements guest may incur. Reserves transportation services on an as needed basis. Manages and maintain listserv. Manages BMB (BIOC Journal Club) seminars. Creates and sends out announcements.General Responsibilities:
    • Assists with administrative needs related to the daily operations, planning, and implementation of various or multiple student services initiatives. Performs duties such as attending a front desk, answering phones and email, and delivering messages and mail.
    • Serves as a liaison to campus partners for cross-departmental student services initiatives, providing information, securing space reservations, scheduling planning meetings, and providing necessary documentation.
    • Provides assistance to student participants, stakeholders, faculty, and/or staff; acts as a resource by analyzing information, providing documentation, and preparing reports. Accurately maintains electronic records and databases.
    • Provides directions, support, and information to student organization representatives and other visitors to the department.
    • Assists with daily scheduling, training, and gathering of student feedback. May prepare and disseminate handouts, presentations, or other materials.
    • May assist with ordering or creation of promotional materials for student organizations or departmental needs.
    • May provide guidance to other Student Services Coordinators.QualificationsEDUCATION Required
      • High school diploma or GED. WORK EXPERIENCE Required
        • 2 years of experience in an office environment, higher education, or related field.SKILLS Required
          • Proficient communication skills.
          • Maintains a high degree of professionalism.
          • Demonstrated time management and priority setting skills.
          • Demonstrates a high commitment to quality.
          • Possesses flexibility to work in a fast paced, dynamic environment.
          • Highly thorough and dependable.
          • Demonstrated ability to maintain confidential information.
          • Demonstrated customer service skills.
          • Commitment to working with people of diverse backgrounds and demonstrated cultural competency. Preferred
            • Excellent organizational skills.
            • Knowledge of university systems, policies, and procedures. Working Conditions / DemandsThis role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.Work LocationBloomington, IndianaAdvertised Salary$15.00 - $15.40 per hour.Job ClassificationCareer Level: IntermediateFLSA: NonexemptJob Function: Student ServicesJob Family: Student Services GeneralistClick here to learn more about Indiana University's Job Framework.Posting DisclaimerDue to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time. This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.If you wish to include a cover letter, you may include it with your resume when uploading attachments.New employees will be provided with information regarding Indiana University's COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page.Equal Employment OpportunityIndiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.Campus Safety and SecurityThe Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at or by visiting IUPD.Contact UsRequest SupportTelephone: 812-856-1234

Keywords: Indiana University, Bloomington , Student Services Coordinator, Other , Bloomington, Indiana

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