Employer: University of Illinois – Chicago
Hiring Department: Graduate Program in Neuroscience
Job Title: Graduate Assistant
Additional Information: https://uic.csod.com/ux/ats/careersite/1/home/requisition/8623?c=uic
Position Summary
The Graduate Program in Neuroscience is seeking a 50% Graduate Assistant to coordinate the various administrative and academic operations, including recruitment and admissions support, scheduling, purchasing, event planning, and other activities under the direction of the director. The position will start in April 2024. Provided performance expectations are met, the position may be renewed each semester. A graduate student with two or more years remaining in their graduate program is preferred.
Duties & Responsibilities
Records
• Manage and be responsible for management reports, analyses, data, lists, forms, etc. for administrative purposes
• Maintain all program records and serve as lead staff representative of the program for university-wide administrative functions
• Assist GPN directors with compiling annual GPN report; collect information from faculty and format draft report
Faculty and Staff Support
• Assist faculty and staff in duties such as coordinating classes, conducting orientation programs, issuing administrative documents, and scheduling events
• Aid program’s leadership in data collection, financial planning, admissions, and student employment
• Reserve meeting rooms and conference rooms
• Organize scheduled faculty meetings (create agenda, take minutes, order food, etc.)
• Assist GPN executive committee members as needed
Communication
• Act as a point of contact for intra-university entities as well as outside institutions
• Manage communication and collaborative projects between the program and other departments to advance interdisciplinary cooperation
• Communicate external event and seminar announcements to faculty and students
• Cultivate continued relationships with alumni to track their progress and career path
• Communicate directly with prospective students on behalf of the program for recruitment purposes
• Collaborate with students and faculty to compile applications for fellowships and other funding sources
• Confer with academic staff from other units to explain and formulate admission requirements and course credit policies
• Lead communication and coordination efforts to accommodate high-profile guests
• Interface with the Graduate College for administrative functions of the Program
Financial
• Help plan, administer and manage GPN budget; maintain financial records, and produce financial reports
• Responsible for the process and maintenance of accounting requirements such as track office expenses related to seminars, graduate students, etc.
• Assist with grants or related funding sources
• Manage stipend and fee payments for students
• Process expenses
Courses
• Work with faculty to help manage NEUS courses each semester
• Ensure course information (location, time, instructor, description, etc.) is correct in Banner
• Retrieve and submit pre-proof documents by deadlines
• Reserve classrooms for NEUS courses
• Update schedule for new classes offered
• Gather surveys about programs, courses, instructor and student performance, and prospective students
GPN Events and Recruitment
• Coordinate and host multiple-day events, student events, award ceremonies, recruitment, etc.
• Plan annual symposia including scheduling, travel planning, budgeting and financial paperwork
• Coordinate catering, room reservations, other purchases, and setup
• Coordinate required display/AV equipment and other presentation requirements
• Organize seminar speakers’ visits (travel, hotel, parking, itinerary); schedule faculty and/or student meetings with speakers (if applicable)
• Organize poster sessions and symposiums for graduate students to illustrate their ongoing research to other students and faculty
• Prepare, advertise, and distribute event announcements (via email, flyers, etc.)
• Represent institutions at community and campus events and in meetings with other institution personnel
Admissions
• Coordinate the process for prospective student selection, interview and admission, process all applications to the program
• Collaborate with centralized university units, including the Office of Admissions and the Graduate College
• Respond to inquiries/questions from applicants regarding admission
• Coordinate new student orientations for entering class
Website Maintenance and Social Media Presence
• Serve as webmaster and ensure regular updating of web material
• Create (if needed) and maintain GPN social media sites
Qualifications:
Minimum Qualifications
Bachelor's degree and current UIC graduate student.
Preferred Qualifications
Graduate student with two or more years remaining in their program is preferred.
