Job description
Reporting to the Vice President of Student Affairs, the Student Affairs Operations Coordinator will be responsible for coordinating and addressing daily and routine functions and processes that relate to student affairs. This includes assisting with Illinois commencement ceremonies, new student orientation, UPASS administration and tracking, scheduling meetings and other related duties to ensure the effectiveness of the Student Affairs Department. This position plays a pivotal role in ensuring student success and engagement by being the initial point of contact for incoming student affairs inquiries and supporting the department’s strategic initiatives.
Position Information
Reporting to the Vice President of Student Affairs, the Student Affairs Operations Coordinator will be responsible for coordinating and addressing daily and routine functions and processes that relate to student affairs. This includes assisting with Illinois commencement ceremonies, new student orientation, UPASS administration and tracking, scheduling meetings and other related duties to ensure the effectiveness of the Student Affairs Department. This position plays a pivotal role in ensuring student success and engagement by being the initial point of contact for incoming student affairs inquiries and supporting the department’s strategic initiatives.
- Provide exemplary administrative and operations support to the Student Affairs leadership team and support the implementation of strategic initiatives such as, but not limited to, student assessment initiatives, advancement of student service excellence, and professional development activities for students. Maintains the calendars of the Dean of Students and Vice President of Student Affairs and assists with coordinating events.
- Manages the preparation of the Student Affairs budget and budget variances. Provides support during the annual budget process, manages monthly budget reconciliations, expense statement processing, ordering supplies and materials for the department including promotional items, and executing vendor contracts.
- Assists with all communications, planning, management and execution of all student affairs events including graduation. This position will manage phone and email inquiries from students and support all student activities and graduation such as doctoral hooding ceremony and all commencement fairs.
- Coordinate RSVP process for all new students and their families including tracking participation to all new student activities for all students.
- Manage the entire UPASS process including the relationship with CTA, our student participants in the program, distribution and reconciliation process for all students, and assists with resolving student questions via email, phone or in-person.
- Ensures that student resources are developed and used wisely, the administrative systems are functioning smoothly and efficiently
- Creates and maintains efficient administrative systems to support the department and improve the efficiency of the department.
- Assists with New Hire Onboarding in coordination with the Human Resources Department.
- Bachelor’s degree required
- Experience with high level customer service, responsive communication and data management is highly desirable
- 3-5 years of related work experience either working with student populations, in higher education or in administrative settings.
- Proven skills with Microsoft Office modules (particularly Word, Excel, PowerPoint and Outlook)
- Communication/Interpersonal- Communicates effectively and appropriately. Uses good judgment as to what to communicate to whom as well as the best way to get that accomplished. Speaks in a clear and credible manner, selecting the right tone for the situation and audience. Listens to others and allows them to make their point.
- Organizational Awareness- Understands the internal climate of the organization, including the most productive channels of communication, and makes use of the appropriate communication channels to achieve goals and objectives. Has learned about both formal and informal communication channels and understands when to stick to the formal hierarchy of reporting relationships. Understands unwritten protocols and the political aspects of how communication takes place. Avoids errors in judgment when selecting strategies for accomplishing tasks.
- Conflict Resolution- Takes actions that resolve conflicts in a manner that is best for both the organization and the individuals involved. Addresses complaints and problems quickly and effectively, keeps all parties informed of the status of any negotiations required, encourages employees to report problems or concerns and negotiates outcomes that are viewed as fair and even-handed.
- Quality of Work- Has established a track record of producing work that is highly accurate, demonstrates attention to detail and reflects well on the organization. Is personally committed to high quality work and encourages others to have similar standards.
- Managing Multiple Priorities- Handles multiple assignments and priorities yet still fulfills all commitments. Readily accepts new responsibilities and adapts well to changes in procedures. Gives appropriate priorities to various work demands.
NLU Inclusion Statement:
National Louis University is deeply committed to serving its community, advancing access and equity, and ensuring that all individuals are welcomed and valued. We are dedicated to fostering a culture where diversity, equity, and inclusion remain at the core of who we are. These are more than just words to us: they are truly a way of life for the NLU community. We recognize that differences in age, race, gender (identity and expression), nationality, sexual orientation, physical and intellectual ability, and background bring richness to our work environment. We affirm diverse perspectives, innovative contributions, and authentic presentations of self from every member within the NLU community. We believe inclusion is grounded in the actions we intentionally take each day. Our goal is to inspire and empower NLU employees and community members to cultivate an environment where we collectively focus on uplifting and advancing our institutional culture.
- Required Attachments:
- Resume
- Cover Letter
- Optional Attachments:
- Internal Posting Form (for Internal NLU employees only)
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