Program Coordinator (Assistant Director) - Academic Affairs - College of Dentistry

The Assistant Director reports to the Director and under minimal supervision, supports them in overseeing the academic programs, policies, and procedures within the College of Dentistry. This role is responsible for coordinating academic initiatives, managing curriculum processes, and ensuring compliance with institutional and accreditation standards. The Assistant Director collaborates closely with faculty, staff, and administrative leadership to advance the academic mission of the College.

Duties & Responsibilities:

Program & Course Management

• Manages the MS and PhD in Oral Sciences programs, including admissions, curriculum oversight, and program materials.
• Supports the development of new graduate and postgraduate training programs and initiatives.
• Collaborates with the Director of Graduate Studies and Postgraduate Program Directors on academic policy, curriculum design, and student support.
• Leads continuous improvement efforts and subcommittees for MS, PhD, and Advanced Certificate programs.
• Ensures compliance with standardized syllabi policies and supports faculty in syllabus preparation for 500- and 600-level courses.
• Oversees course and faculty evaluations for MS, PhD, and postgraduate programs.
• Maintains program manuals, advising sheets, and Graduate College forms in coordination with the Director of Graduate Studies.
• Audits and updates course descriptions and manages course creation in the University’s course registration system.

Student Support & Advising

• Provides academic advising to postgraduate, MS, PhD students on course requirements and academic progress.
• Prepares necessary documentation to assist students with degree completion, including final program audits and UIC Graduate College graduation checklists.
• Provides guidance to students through the thesis process, reviews thesis for formatting compliance; serves as final reviewer prior to Graduate College submission.
• Leads PhD and MS student annual reviews.
• Develops, distributes, and analyzes PG/MS/PhD exit surveys.
• Coordinates and conducts MS and PhD annual program orientations.
• Provides detailed reports on student academic, clinical, and professional performance to the Graduate Dental Education Committee.
• Oversees remediation and academic probation processes for MS, PhD, and PG students enduring timely intervention and compliance with academic standards.

Administrative Support

• Provides administrative support to the Academic Dean, the Director of Graduate Studies, and Director of Academic Affairs.
• Oversees classroom reservations for MS, PhD, and advanced certificate related courses.
• Prepares official letters and completes forms to support MS, PhD and advanced certificate students.
• Coordinates monthly Graduate Dental Education (GDE) meetings.
• Manages and maintains listservs for postgraduate (PG), MS and PhD programs.
• Serves as the primary point of contact for all communications with the UIC Graduate College.
• Process expense reports in regulation to State and University Policy. Hold P-card and T-card. Research and respond to inquiries from vendors,  departments and finance.
• Acts as liaison to the Senate Committee on Educational Policy (SCEP) regarding MS, PhD and PG curriculum matters.
• Serves as a key liaison to Program Directors, Directors of Graduate Study, the Graduate College, and other university offices, advocating of behalf of students.

Accreditation & Compliance

• Maintains accreditation standards and records all CODA communications and required surveys across all postgraduate residency programs.
• Provides logistical and administrative support to the postgraduate program directors throughout the CODA accreditation process.
• Collaborates with the Director of Graduate Studies to leads the Illinois Board of Higher Education (IBHE) review preparation, including the collection and organization of documentation and data for MS and PhD programs.

• Perform other related duties and participate in special projects as assigned.