Program Assistant -- Gies College of Business

University of Illinois Urbana-Champaign•Urbana, IL

About The Position

The Department of Finance at the University of Illinois’ Gies College of Business is seeking a Program Assistant to manage the department’s course scheduling and registration needs. Under administrative direction, the position performs professional-level duties focused on managing the Finance course schedule and serves as a primary contact for prospective and current Finance students, department administration, faculty, and staff. The role applies academic policies and procedures, exercises initiative and discretion, maintains extensive contact with university constituents, and analyzes data to provide recommendations. The Program Assistant supports the development and administration of the Finance course schedule, facilitates student registration and student services, provides faculty and student support, and prepares reports. The position is a 100% full-time Civil Service appointment on a 12-month basis. It is intended to be eligible for benefits.

Requirements

Bachelor’s degree.
Demonstrated experience in project management.
Knowledge of principles and processes for providing excellent customer service to faculty and students, including assessing customer needs, meeting service quality standards, and evaluating customer satisfaction.
Ability to communicate effectively through multiple communication methods.
Ability to work effectively with faculty, staff, and campus constituency groups.
Ability to organize and multitask.
Ability to use computer software packages, including Banner, Mobius, and internal scheduling software.
Ability to work independently and exercise judgment to analyze and investigate questions or problems.

Nice To Haves

At least two years of experience in higher education or a similar large institution.
At least two years of experience scheduling courses in an academic department.

Responsibilities

Support the Finance Department Chair, MSF program director, Assistant Head of Administration, and other senior staff in developing the Finance course schedule each semester.
Enter course schedule information into Banner and revise it as needed.
Assess course needs among Finance students, Gies Business students, Business minor students, and other campus students; identify scheduling pain points and recommend adjustments.
Represent Finance program expertise in multi-department and Gies College of Business committee meetings.
Assist senior staff in formulating scheduling policies based on CMSS policies and procedures.
Act as a liaison to campus and a resource for faculty and department staff.
Collect faculty textbook orders and coordinate with the UI bookstore.
Request FLEX forms and monitor FLEX scores for Finance faculty.
Submit Finance course proposals, monitor their progress, and respond to inquiries.
Provide administrative support to Finance program staff, including opening and closing the office, answering phones, and scheduling appointments and meetings.
Facilitate student registration and manage issues that arise during registration.
Monitor course enrollment and identify courses that may need to be canceled due to low enrollment.
Monitor online reporting of student grades to the Office of Admission and Records and approve online grade changes.
Maintain advising guides and cross-campus agreements for Finance courses.
Process visiting scholar audit requests, independent study applications, and authorizations for internship credit.
Provide primary support to faculty by formatting, proofreading, copying, and preparing exams and other materials.
Coordinate combined, conflict, and makeup exams, and ensure rooms and proctors are available.
Provide proctoring services for students with accommodations.
Assist the Senior Associate Director of Finance Graduate Programs with maintaining student files and follow up on missing requirements.
Maintain routine correspondence with students through program inboxes.
Develop spreadsheets and reports.
Compile and analyze prior-semester schedules, enrollment data, and related information; evaluate and summarize findings.
Perform other duties as assigned.