Academic Admin Coordinator — Curriculum & Events

Midwestern University; Downers Grove (IL); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

Pet insurance

403(b) retirement

Tuition reimbursement

Wellness facility

Job summary

Midwestern University in Downers Grove, IL, seeks an Administrative Coordinator to provide support to the Chair, Vice Chairs, and faculty within the Department of Pharmacy Practice. You will handle front-desk duties, scheduling, and liaison tasks while assisting with curriculum-related activities and events.

The role requires strong MS Office skills, 5–7 years of admin experience, and a professional, discreet approach to handling confidential information.

Qualifications

• High school diploma or GED is required.
• One-year certificate from college or technical school or Associate degree is preferred.
• Must have 5-7 years of previous administrative work experience.

Responsibilities

• Greet students and guests in the office suite.
• Schedule meetings for Chair, Vice Chairs, and faculty.
• Serve as the Department liaison with university support units.
• Schedule faculty performance evaluation meetings with the Chair.
• Provide administrative support to assigned College and Department committees.
• Facilitate meeting scheduling with outside partners and coordinate site partner faculty evaluations.
• Assist with planning and staffing of College and Department special events.
• Schedule Department meetings and serve on the Department Retreat Planning Committee.
• Assist with resident recruitment, interview scheduling, and onboarding.
• Support daily Department operations.
• Oversee business services for the Department and manage supply ordering for grant accounts.
• Process check requests and manage the Department credit card.
• Track faculty PDFs.
• Maintain the supply inventory and order supplies needed for courses.
• Serve as contact person for faculty to assist in organizing student competitions and special events.
• Coordinate outside facilitators, graders, and lecturers with the Chair/ Vice Chair, including campus access, parking, and visitor passes.
• Serve as liaison to all outside faculty, including developing LOAs/ICAs.
• Complete onboarding for outside faculty and oversee payment processing.
• Schedule and oversee all student evaluations of faculty and courses. Distribute faculty and course evaluations.
• Maintain and organize Department archives, including Canvas/BrightSpace D2L courses.
• Assist with collection and organization of syllabus materials.
• Support Pharmacy Practice courses to include proficiency in Canvas/BrightSpace D2L and ExamSoft, exam and make-up exam proctoring, and other essential TA duties as needed.
• Other teaching support as needed.

Skills

MS Office proficiency

Scheduling

Administrative support

Education

High school diploma or GED

Associate degree preferred

Tools

Canvas/BrightSpace D2L

ExamSoft

Job description

Midwestern University in Downers Grove, IL, seeks an Administrative Coordinator to provide support to the Chair, Vice Chairs, and faculty within the Department of Pharmacy Practice. You will handle front-desk duties, scheduling, and liaison tasks while assisting with curriculum-related activities and events.

The role requires strong MS Office skills, 5–7 years of admin experience, and a professional, discreet approach to handling confidential information.