Graduate Programs Coordinator
University of Illinois

Graduate Programs Coordinator

Department of Crop Sciences
University of Illinois Urbana-Champaign
College of Agricultural, Consumer and Environmental Sciences (ACES)

WE TRANSFORM LIVES.

Everything we do is designed to improve the quality of life of the people in the state of Illinois, across the nation, and around the world. We discover, develop, translate, and disseminate knowledge to address societal concerns and train the next generation of experts and leaders in a way that empowers them to expand the boundaries of science to higher levels of understanding and influence.


Be a part of our story. The Department of Crop Sciences within the College of Consumer, Agricultural, and Environmental Sciences offers world-class laboratory, greenhouse, and field research facilities as well as state of the art teaching facilities. The University of Illinois also offers outstanding facilities in computing, data science, and genomic analysis as well as many other areas of potential support.

The Crop Sciences Department seeks candidates for a Graduate Programs Coordinator position. We have a legacy of providing effective and efficient client services while creating robust opportunities for promotional growth and development. The successful candidate would participate in a comprehensive onboarding strategy led by professionals in the Crop Sciences Department.

Primary Position Function/Summary


Responsible for the administration and operation of the MS and PhD programs within the Department of Crop Sciences. Provides services to prospective applicants each year and offers both administrative and academic support to current graduate students.

Duties and Responsibilities

Advising
• Serve as the staff advisor and primary contact for graduate students during their academic career. Conduct onboarding for new students, track progress and provide communication and guidance on course selection, registration and related policies; explain and illustrate use of the U of I Integrate registration. Monitor degree progress by meeting with students as needed to ensure that all department requirements are met for successful degree completion. 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 ACES Portal.
• Perform degree audits, thesis reviews, petition submissions, coordinate graduate student annual reviews, and coordinate qualifying, preliminary and final examination processes. Review and oversee the pending degree list, ensuring the students are meeting all Graduate College graduation requirements. Communicate with students on examinations, oversee sign up and scheduling of qualifying exams, and maintain statistics for results of qualifying exams. Obtain results from examiners to notify students, Graduate College, and business office of outcomes. Process requests for all preliminary and final exams through Graduate College (Thesis Office) and provide approved exam paperwork to students.

• Work with HR to review student visa status and maintain awareness of upcoming visa deadlines. Serve as a liaison to ISSS and HR regarding CPT/OPT applications and visa renewals.
• Serve as a liaison to campus units responsible for English proficiency exams (EPI, EPT) or work with departmental delegate to ensure English proficiency requirements are fulfilled.
• Anticipate and take initiative in discovering and resolving graduate student problems in consultation with the appropriate faculty member(s).

Recruiting & Admissions
• Provide timely processing of application material to the Graduate College for admission of graduate students to the University; and follow up with applicants on missing items, receipt of required documentation, and admission decisions.
• Coordinate the recruitment process and in collaboration with ACES Marketing and Communications office, Director of Graduate Programs, and department Marketing Liaison, to update website content, create and distribute recruitment material of various media types to develop sources of high-quality graduate student prospects.
• Work with the Graduate College to secure all necessary documentation to process I-20s for international students.
• Organize graduate recruiting visits for the department. Plan the agenda for the visit, coordinate catering, social activities, and events including Poster Sessions; schedule meetings between faculty and graduate students and arrange laboratory tours.
• Support and conduct recruiting events for high-quality targeted applicants, responding to inquiries, and assisting applicants as needed. This includes attending graduate school fairs, annual conferences and other events that may be appropriate for recruiting well-qualified students into the program.
Program Administration
• Manage departmental fellowship and awards processes by facilitating yearly applications, qualification matching, and opportunity identification for new and continuing graduate students, including preparation of necessary paperwork for the Graduate College. Work with the Graduate College and HR to ensure that fellowships are processed.
• Work with the Director for Program of Study Updates and reports as requested by ACES and campus.
• Act as administrative assistant for the Director of Graduate Programs and the Graduate Studies Committee, including organizing, scheduling and facilitating regular meetings as well as documenting meeting minutes and distributing in a timely manner to the committee members. Formulate and recommend graduate program policies and curriculum revisions to the Director; Implement changes based on approved recommendations.
• Together with the Director of Graduate Programs, develop and implement strategic means for growth in the quality and size of the Graduate Program.
• Assist with program assessment, evaluation and analysis of overall effectiveness, including the collection and interpretation of statistical data on admissions, students and graduation. Create reports and presentations in collaboration with the Director and Department Head.
• Monitor graduate program expenses against the Crop Sciences Graduate Programs budget.
Special Projects
• Develop and maintain statistical data pertinent to the department's graduate admissions and graduate program which include tracking number of graduate applications, fellowships, current student exam results, publications and annual review information.
• 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.

POSITION REQUIREMENTS & QUALIFICATIONS:

Education and Experience


Minimum Qualifications
Bachelor's degree. Three (3) years of work experience in academic advising, academic program management, admissions, and/or career development in an educational setting

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 ACES portal applications.

Knowledge, Skills, and Abilities
Ability to organize and manage diverse program activities involving people, data, and other resources. Excellent interpersonal skills, strong communication skills, and customer service skills with particular emphasis on interactions with faculty and graduate students. Proficient computer skills, including the ability to use Microsoft Word, Excel, Access, and Outlook.

Appointment Information

This is a 100% full-time Civil Service 5002 - Program Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after 1/1/2025. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. The budgeted salary range for the position is $45,000 to $60,000. Sponsorship for work authorization is not available for this position. Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver's License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment. To be considered as a transfer candidate, you must apply for this position. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment.

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 January 5, 2025. 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. 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 Dr. Tiffany Jamann at tjamann@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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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: 1027511
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu