Coordinator of Student Services, University Honors Program

The Coordinator of Student Services position assists the Director in handling all phases of student records in Honors from entrance to graduation. The CoSS tracks Honors requirements and certifies students for graduation from the University Honors Program and College of Arts and Sciences students’ major requirements in coordination with the college advisors, who certify the students' major requirements. They also support on-campus student persistence through academic advising, counseling, course scheduling, , orientation, and other programming. They are also involved in recruitment efforts in a secondary role. In addition, the CoSS performs administrative tasks which facilitates the efficient operation of the University Honors Program (UHP) by assisting the Director in the implementation of the administrative work and in the interpersonal contacts with students, faculty, and staff.Advising:

• Works closely with Admissions and the Registrar to code admitted students for Honors and place them in appropriate Honors First Year Seminar.
• Meets and communicates with prospective students and parents who have questions about Loyola University Honors program and coordinates prospective student visits
• Working with Honors Director, evaluates evaluate and articulate incoming transferred course-work versus Loyola degree-plans, inclusive of Common Curriculum/Loyola Core, Major, Minor, Adjunct, Language, and General Elective requirements for all College of Arts and Sciences degrees and majors (approximately 56 A.A/B.A./B.S. degrees and 38 Minors); research transcripts; research courses at other institutions for use in Loyola degree-plans; disseminate College-specific information to students; work with students, Associate Dean, and Student Records to articulate Military-science credits via Joint Services Transcripts as appropriate; evaluate and post, or coordinate posting of other applicable non-Loyola credits as needed (CLEP, Credit By Examination, Advanced Placement, etc.); For College of Business and College of Music and Media, evaluates and articulates incoming transferred course-work  toward Honors curriculum only; ensures credits have been appropriately applied to Honors curriculum, rather than General Electives
• Determines Loyola credit and application for students who have taken the Advanced Placement Exams or the International Baccalaureate. Articulates information in Colleague for placement on their Loyola transcript.
• Prepares materials for orientations for incoming Honors students.
• Create, review, and adjust schedules of new students in College of Arts and Sciences honors students into their major requirements; create, review, and adjust schedules of new students in CoB and CMM honors students into their honors core requirements. At orientation, along with Director, advises incoming Honors students in selection of classes
• Actively participates in orientation programs by attending the programs, handing out materials and meeting with incoming honors students
• Coordinates between department Chairs and Student Records the input of classes in Colleague for Fall , Spring and Summer registration.
• Liaise between Student Records and Academic Departments to distribute Fall, Spring, and Summer scheduling data; review data, trouble-shoot, and assist all parties as needed in course set-ups; by term, assist Dean, Associate Dean, Senior Online Technical Advisor, and Student Records in reviewing courses for capacity versus waitlists; assist in raising caps and clearing waitlists as appropriate.
• Assigns honors students to Ignatian Colloquium mentoring groups.
• Communicates with Res life; handles logistics of retreats (first year orientation, Ignatian, etc.)
• Advise students, and resolve and document student issues; assist faculty-advisors, Associate Dean, Admissions, Student Records, University Honors Program, Academic Departments, Center for International Education, Student Success Center, Office of Accessible Education, and other offices with same. Aid in registrations for persisting students in all semesters; and review requests for maximum credit-load registration and overloads.
• Maintain student records including Major/double-Major dpcls and Minor tracking sheets; process faculty requests for adjustment to same; align degree-tracking software to match dpcls; process substitutions and waivers requested by faculty; process change of Majors, and addition of Minors and second Majors to student’s records; create alternate dpcl scenarios to aid students in consideration of changing programs or catalog years; monitor Contract Majors as needed; coordinate dpcls and requirements with University Honors Program administrator for Honors students; re-articulate course-work for Honors students leaving the program and taking up a non-Honors program; train students and faculty in the art of degree-tracking. 
• Confirms correct application of courses to the student's record that a student has had pre-approved to take at another university.
• Updates all Degree Programs majors, minors, foreign language, adjunct, common curriculum and general electives on the Degree Program Course List (DPCL). These programs are reviewed yearly by the departments and the Dean and all adjustments are made to reflect any changes.
• Updates all Honors DPCLs for every major and program on an annual basis, and provides correct information to the annual bulletin.
• Meets with currently enrolled students throughout the day to answer questions regarding Honors. Assist with Honors advising during advising periods prior to registration and assists students with registration challenges.
• Adjusts the individual records of any currently enrolled students in Colleague to ensure Honors and major requirements are appropriately tracked.
• Prepares audits for Honors core requirements for CoB and CMM and both major requirements and Honors core requirements for CAS candidates for graduation,  including the creation and upkeep of a the students' Degree Program Course List and reconciling it to Colleague to determine remaining course requirements through online audit, and communicating the information to student and faculty advisor via email.
• Monitor applications for graduation; perform degree audits for graduation-candidates (often multiple times as appropriate based on new/additional/evolving data); send detailed final-requirements information to students and faculty advisors; post audit information in online graduation application system; make final reviews of candidate files and recommend students to Dean and Associate Dean for graduation; work closely with students to overcome obstacles for graduation; advise students for resolution of GPA complexities; evaluate students with academic difficulties for  program-changes to facilitate successful exit from University.
• Certifies CoB and CMM students that have completed Honors requirements, and CAS students that have completed Honors and major requirements for graduation including directing courses to ensure students have completed their degree requirements, and confirming their department honors and proper GPAs in the major, minor, and cumulatively.
• Aids the Director in communication with the faculty and college Honors advisors. Revises or prepares new materials (e.g. Honors advising "cheat sheet") as necessary and updates website.

Fiscal:

• Maintains financial accounts for the UHP.
• Maintains internal UHP financial ledger.
• Balances accounts monthly.
• Projects expenses.
• Handles collection and disbursement of funds for the UHP.
• Processes purchase orders and prepares check requests for Director and staff.

Administrative:

• Communications:
• Serves as the first office contact for students, parents, and faculty regarding UHP activities, policies & procedures, class information, and admissions.
• Greets students and visiting parents in absence of UHP Director.

• Maintains UHP website to provide integrated, coordinated, and user-friendly access to all site visitors. Routinely updates the UHP intranet with strategic planning, assessment, and reporting documents approved by the University Honors Advisory Board (UHAB) or the UHP Director.
  • Maintains the UHP section of the Undergraduate Bulletin. Creates, updates·, and uploads DPCLs for every academic program in Honors annually.
  • Maintains database of contact information for UHAB members.
• Coordinates, schedules, and takes minutes at UHAB meetings.
  • Maintains database, contact information, and Loyola email lists of current Honors students.
  • Word-processing of all correspondence and special projects.
• Prepares mail and email for students and faculty regarding UHP activities.
• Works with Office of Institutional Advancement for Honors alumni communications and events.
• Generates or changes forms or form letters needed for the office. (This includes creating or updating a number of forms or letters needed by the office to hand out or send to faculty or students.)

Honors Admissions:

• Processes all applications and acceptances to the UHP; handles all application and acceptances processes for internal applicants to UHP;
• Responds to inquiries of applicants and their parents, as well as to inquiries of internal applicants;
• Works closely with the Office of Admissions to ensure admissions procedures and best practices are being followed.
• Processes communications for newly-deposited Honors students;
• Conducts annual reviews, assessments, and updates of UHP admissions processes, and practices.
• Maintains database and contact information of prospective Honors students.

Academic Administrative Tasks:

• Consistently maintains student files in the UHP office according to FERPA regulations and Office of Student Records standards.
• Regularly communicates with the Office of Student Records to generate queries that provide the UHP with necessary Honors information.
• Updates necessary Honors-specific items in Colleague. 
• Works with Office of Student Records to verify Honors students' GPA requirements are met each semester.
• Maintains a database of Honors students who are not meeting Honors GPA requirements; responsible for communicating Honors academic actions to such students.
• Creates, updates, and distributes necessary advising documents (DPCLs, advising forms, advising guides, etc.).
• Coordinates scheduling for advising with the Director; assists in advising as needed.
• Completes Honors Graduation Verification forms by running audits in Colleague.
• Points courses to the proper the requirements in Colleague depending on the college of the student.

Honors Office & Facilities:

• Directly supervises student worker(s).

• Oversees Honors student space, including the purchase and maintenance of supplies, equipment and furnishings.
• Oversees and sees to maintenance of computers, printers, faxes, etc. in UHP office, Directors' office and Honors student space including supplies, updating, data storage, and repairs.

Honors Activities:

• Assists in scheduling, planning, and managing certain UHP activities; communicates with students, staff, and faculty regarding UHP activities; maintains record of UHP activities.
• Arranges travel, lodging, and registration for Directors and students to national, regional, and state conventions.
• Works with Office of Institutional Advancement to coordinate activities.
• Works with other academic programs to coordinate Honors thesis or senior project presentations.
• Works with University Honors Association (UHA) representative to support student organized Honors activities in accordance with Honors and University policies and procedures.
• Works with the Director to coordinate scheduling, publicity, refreshment, etc. for all other Honors events and activities, curricular and extra-curricular (once-a-week average; usually 1-2 big events in fall semester, 4-5 in spring semester).
• Schedule, plan and coordinate the Honors Senior Convocation. (This includes proof-reading the program and matching the awards and names; ordering stage setup, i.e., chairs for stage, flower arrangement; and arranging the awards the day of the ceremony. It also includes attending the ceremony to ensure that everything moves along smoothly.)
• Schedule, plan and coordinate thesis day, including preparation of program, invitations, catering, set up, etc.
• Orders awards for Honors convocation.

Reporting & Assessment:

• Posts approved minutes of UHAB meetings on Honors intranet.
• Collects course evaluations from the Director of Retention and Student Success and submits evaluations to Director for analysis.
• Arranges meetings with Honors faculty and directors after semester to discuss Honors courses and evaluations.
• Sets up meetings with graduating seniors and Director for exit interviews.
• Assists Director , UHAB annual reporting, program reviews, strategic planning, and assessment.
• Posts all reporting on Honors intranet.
• Maintains up-to-date Honors files on an easily transportable USB drive for information backup.

Additional Responsibilities:

• Performs other duties which may be required by the Director.
• Knowledge of University environment; familiarity with academic terms and operations; other duties as assigned; flexibility and creative problem solving.
• Helps plan overall promotion strategies for Honors
• Reviews and edits copy for ads, brochures, and other promotional materials
• Supervises tasks of student workers
• Other duties as assigned.

• Minimum College degree required, preferably in education, organizational management, business management, or business administration.
• Minimum one year of higher education advising experience
• Minimum three years of related administrative experience.
• Strong computer and technical skills required, including: Office Suite, Google Suite, preferably Colleague and Drupal
• Basic bookkeeping and budget maintenance skills.
• Highly effective and efficient time-management skills.
• Excellent organizational skills, and the strong ability to prioritize, work autonomously and proactively.
• Must have a diplomatic and congenial manner; ability to establish and maintain successful working relationships with administration, staff, faculty, students and general public while maintaining confidentiality of work-related information.

Additional Desirable Qualifications:

• Experience with event or project management.

Physical Requirements:

• Ability to perform the job duties with or without reasonable accommodation.