Extra Help - Program Coordinator - VP Faculty Affairs

University of Illinois at Chicago; Chicago (IL); Hybrid; USD 39,000 - 55,000; Part time

Benefits offered by this job

Hybrid work arrangement

Temporary role (up to 900 hours)

Job summary

University of Illinois Chicago is seeking a temporary Extra Help - Program Coordinator (Faculty Affairs) in Chicago, IL. The role focuses on managing campus-level faculty awards, coordinating with the Vice Provost and faculty units, and overseeing nominations and award processes. The position is hybrid and limited to 900 hours.

The successful candidate will support events, develop nomination processes, and coordinate communications and data reports to advance faculty recognitions.

Qualifications

• Requires at least 1 year of education, training, or work experience in the area of specialization.
• Master’s Degree may substitute for one year of experience.

Responsibilities

• Provide high-level project management leadership and oversight of faculty award nominations and awards.
• Coordinate with campus units, AA data, and colleges to identify and nominate faculty for awards.
• Manage internal faculty awards processes and communications to leaders and awardees.
• Oversee award ceremonies and related events and maintain supporting websites.

Skills

Project management

Data analytics

Communication

Event planning

Microsoft Office

Education

Bachelor's degree or higher

Master’s degree (substitution for experience)

Tools

Microsoft Office

Job description

Extra Help - Program Coordinator - VP Faculty Affairs

Chicago, IL, United States

This Position is temporary and limited to 900 hours.

Hiring Department : VP Faculty Affairs

Location : Chicago, IL USA

# of Positions : 1

Workplace Type : Hybrid

Salary: The rate of pay for this position is $33.96 per hour.

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has over 300,000 alumni, and is one of the largest employers in the city of Chicago.

This position provides high level project management and analytical support for campus-level faculty awards under the purview of the Vice Provost for Faculty Affairs. The Extra Help Program Coordinator (Faculty Awards Program Manager) will work closely with the Assistant Vice Provost for Faculty Engagement to oversee and manage faculty awards programs. This includes the facilitation and identification of major scholarly awards and recognitions for UIC faculty, development of a systematic process, in conjunction with the Colleges, to nominate UIC faculty for these designations, and management of the internal faculty awards process. This position will also assist with faculty events.

Duties & Responsibilities

• Provides comprehensive project management leadership and guidance and oversight of the external faculty award nomination and award process for the campus, working closely with the Vice Provost and the Assistant Vice Provost for Faculty Engagement and campus units to identify faculty nominees for prestigious and highly prestigious awards. Research and provides resources/best practices for nominating faculty for awards.
• Serves as the primary liaison with Academic Analytics (AA), attending monthly meetings and check-ins; and as a campus subject matter expert, utilizes available data and reports to target potential opportunities for faculty nominees. Assists units and/or college committees to utilize AA data to identify awards and eligible faculty; generates reports for unit and college committees to identify possible awards and faculty nominees; works with units to determine award feasibility; coordinates meetings and regular check-ins to monitor progress with award nominations and receipt of awards; assists in identifying potential nominators and/or letter writers using AA data; contacts individual faculty members to alert them to award opportunities (for example, Young Investigator Awards), as appropriate.
• Manages the internal faculty awards process for the campus including but not limited to UIC Distinguished Professor, Award for Excellence in Teaching (AET), and University Scholar; provides information to colleges to assist with identifying faculty to nominate for internal awards; coordinates the nomination and selection process, communications to leaders and awardees, and the distribution of one-time award payments.
• Coordinates other annual faculty and non-faculty processes (e.g. Award of Merit) on behalf of the Provost and Vice Chancellor offices as assigned. Oversee the Faculty Award Ceremony and Reception working with the Provost's office and Faculty Affairs staff.
• Creates and maintains a robust website to support and recognize National and International awards and memberships as well as for the internal award processes; utilizes on-line application platforms to create submission and communication processes for awards. Provides training and/or support to the colleges as needed.
• Provides support for an array of faculty events (e.g., new faculty orientation, annual awards, emeriti events). May assist with related Chrome River or P-card transactions related to events.
• Develops measures of award success based on number of nominations/units, number of awards received; tracks faculty eligibility for awards that require membership year minimums (e.g. American Association for the Advancement of Science (AAAS)); develops a mechanism for the nomination of faculty for highly prestigious awards; coordinates meetings of award winners for nominations for selected awards (National Academy of Sciences, AAAS).
• Performs other duties and participates in special projects as assigned.

Minimum Qualifications

2. A total of one (1) year (12 months) in education, training and/or work experience in the area of specialization inherent to the position. (Note: Master’s Degree in an area consistent with the duties of the position may be substituted for one (1) year of work experience.)

3. Based on position requirements, additional education, training, and/or work experience in the area of specialization inherent to the position, may be required.

Additional education, training and/or work experience in the area of specialization:

Preferred Qualifications

• Exhibits a process-oriented approach to work.
• Ability to consistently meet critical deadlines supporting a successful efficient awards cycle.
• Experience with planning events, particularly community building and recognition events.
• Increasingly responsible project management experience working in higher education administration or an equivalent level of experience in the corporate or not-for-profit sectors.
• Knowledge of business and management principles involved strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology.
• Knowledge of technology including electronic equipment, computer hardware and software, and their applications.
• Knowledge of basic arithmetic, algebra, statistics, and their applications.
• Familiarity with the diversity of faculty disciplines (e.g. life sciences, engineering, arts, humanities, etc.) Proficiency in data analytics and reporting.
• Skilled in Microsoft Office products (Word, Excel, PowerPoint) and related software and technology.
• Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
• Ability to work collaboratively and communicate effectively as appropriate for the needs of the audience.
• Ability to work independently and effectively organize and prioritize multiple tasks.
• Ability to analyze and develop guidelines, procedures and systems to outline specific goals and implement plans to prioritize, organize, and accomplish tasks.
• Ability to analyze, interpret, and explain work related documents, policies, and procedures.
• Demonstrated ability to maintain confidentiality and discretion.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, covid sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.