Admissions and Records Coordinator - College of Applied Health Sciences

Hiring Department: Biomedical and Health Information Sciences

Location: Chicago, IL USA

Requisition ID: 1024220

Posting Close Date: April 25, 2024

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

This is a full-time and benefits eligible position. Hybrid and flexible work schedules are available. UIC offers competitive salaries commensurate with experience. In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick. In addition we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits.

Description:

This position will serve as team lead for applicant processing for Health Informatics (Master's and PhD), Health Information Management (Undergraduate and Master's) and Biomedical Visualization (Undergraduate and Master's) programs and assist with other program student admissions, record keeping, student orientation, student monitoring, and special reporting for the educational programs in the Department of Biomedical and Health Information Sciences. Manage Slate admissions system for department programs, attend training, coach and assist admissions staff/faculty personnel on system related questions/procedures and special requests. Develop and monitor application reports for the department programs; troubleshoot reports as needed. Produce annual admission report with course enrollment counts, assist with admission summary report and produce reports as required for accreditation compliance. This position will also manage the department course evaluation process and annual report.

Duties & Responsibilities:

• Lead the collection and processing of student application materials for the health informatics, health information management and Biomedical Visualization programs and assist with other program admission processes, which include updating applicant profiles, ensuring documents are legible and correct, monitoring that all required documents are placed in proper student profiles and preparing completed applications for Academic Affairs Committee review. This is completed within the App Tracker application. Enter/monitor admission decisions accordingly.
• Maintains admissions records appropriately and according to University policy. Communicate to Academic Partner additional academic and departmental requirements determined by Department’s Academic Affairs Committee concerning admissions decisions.
• Manage Slate admissions system for department programs, attend training, coach and assist admissions staff/faculty personnel on system related questions/procedures and special requests.
• Develop and monitor application reports for the department programs; troubleshoot reports as needed. Produce annual admission report with course enrollment counts, assist with admission summary report. Produce reports as required for accreditation compliance.
• Manage course evaluation process for all Departmental programs according to University guidelines; troubleshoot as needed. Manage updates to classroom schedules including adding new courses and updating schedules, faculty, and restrictions as needed.
• Update/monitor the department website and troubleshoot as needed. Act as liaison from department to College and keep up to date with formatting guidelines, keep directory up to date, update department web pages as needed, serve as back up for updating HI, HIM, and PhD web pages as needed, post information on Inside AHS as needed.
• Manage and produce the departmental annual report and supported related requests. Assist in Promotion and Tenure processing. Solicit and collect external evaluations. Collect attestation forms and letters from key collaborators. Collect letters of support. Edit and finalize final dossier, ensuring all formatting is correct and all parts of dossier are included.
• Liaison between department admissions and third-party vendor. Coordinate with third party vendor program recruiting needs, support vendor in application admissions process, provide reports that capture applicant prospects and application timeline. Support the review process of third-party vendor scholarship award.
• Monitor and report new student net ID activation, assist with new student orientation procedures, petition requests, course overrides and process deferral requests. Assist with event coordination. Perform other related duties and participate in special projects as assigned.
• Perform other related duties and participate in special projects as assigned.

Minimum Qualifications Required:

1. High school diploma or equivalent.

2. Any one or combination totaling four (4) years (48 months) from the categories below:

A. course work in any discipline as measured by the following conversion table or its proportional equivalent:

• 30 semester hours equals one (1) year (12 months)
• 60 semester hours or an Associate’s Degree equals eighteen months (18 months)
• 90 semester hours equals two (2) years (24 months)
• 120 semester hours or a Bachelor’s degree equals three (3) years (36 months)
• a Master’s degree equals four (4) years (48 months)

B. work experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.

3. One (1) year (12 months) of supervisory or administrative experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.

Preferred Qualifications:

• Knowledge of principles and processes for providing customer service.
• Knowledge of university systems (Banner, Eddie, etc.…)
• Experience in creating specialized reports upon request and analyzing data output.
• Strong organizational skills and maintain detailed, accurate records.

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required 180 days of employment.

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.

The university provides accommodations to applicants and employees. Request an Accommodation