Records and Financial Coordinator

Loyola University Chicago; Chicago (IL); On-site; USD 29,000 - 35,000; Full time

Job summary

Loyola University Chicago is seeking a Records and Finance Coordinator for the SSOM graduate programs. This on-site role at the Maywood Health Sciences Campus supports student financial transactions, enrollment, registration, and policy implementation under the Associate Dean for Graduate Education.

The position emphasizes administrative efficiency, accurate record-keeping, and proactive problem resolution for students, faculty, and staff within the Graduate School.

Qualifications

• Five years of related work experience in a graduate education setting.
• Bachelor degree is preferred, but not required.
• Ability to follow oral and written instructions and established procedures.
• Ability to perform basic filing, office procedures and word processing.
• Ability to maintain accuracy and consistency.
• Ability to communicate verbally.
• Ability to finish tasks in a timely manner.
• Ability to maintain confidentiality.

Responsibilities

• The SSOM graduate programs Records and Finance Coordinator supports all graduate student financial transactions and course enrollment.
• Provides administrative support to students, faculty and staff.
• Maintains updated student records and assists with registration processes.
• Liaises with Bursar for student finances and with Registrar for records.
• Administers NIH / NSF annual surveys and supports commencement activities.
• Responds to student and faculty requests and resolves issues proactively.

Skills

Five years of related work experience

Office administration

Communication skills

Confidentiality

Time management

Teamwork

Independent work

Problem solving

Education

Bachelor's degree preferred

Tools

Microsoft Word

Microsoft Excel

Docfinity

SLATE

LOCUS

Job description

Position Number

8150196

Work Modality

Fully In-Person

Is this request for the creation of a new Position (or the modification of an existing Position) to temporarily support the WorkDay ERP?

No

Job Category

University Staff

Job Type

Full-Time

FLSA Status

Non-Exempt

Campus

Maywood-Health Sciences Campus

Department Name

GRADUATE SCHOOL

Location Code

GRADUATE SCHOOL (06440A)

Is this split and/or fully grant funded?

No

Duties And Responsibilities

The SSOM graduate programs Records and Finance Coordinator is the primary administrator supporting all HSC graduate student financial transactions, program enrollment, course registration, and academic policy implementation. This position enhances and supports Graduate School office productivity and efficiency by providing administrative support to students, faculty and staff. Under the supervision of the Associate Dean for Graduate Education, this position performs a wide variety of administrative and clerical tasks to support the graduate program and students.

Duties/Responsibilities Include

• HSC Graduate School Finance Administration
• Annual budget projections (in conjunction with the Associate Dean)
• PhD student stipend administration
• PhD student insurance administration
• MS student tuition recovery administration
• Liaison with the LUC Office of the Bursar for student finances
• HSC Graduate School Registration and Records
• Onboarding and course registration of incoming students
• Maintain updated records of enrolled students
• Entering student information into Graduate Student Progress System ( GSPS ), Graduate Student Master, LOCUS , All Student list…
• Process Leave of Absences and return from Leave of Absences
• Monitor academic progress of students in alignment with Graduate School academic policies.
• Administration and support for student registration by acting as the primary liaison with LUC Registration and Records
• Administer NIH / NSF Annual Survey for enrolled graduate students
• Annual Commencement Ceremony support
• General Student Administration
• Graduate School office point person to resolve student financial and registration issues. Must be responsive to student and faculty requests, with proactive problem resolution.
• HSC Graduate School Event Support (in conjunction with entire Graduate School staff)
• Other duties as assigned.

Minimum Education And/or Work Experience

Five years of related work experience in a graduate education setting. Bachelor degree is preferred, but not required.

Qualifications

• Ability to follow oral and written instructions and established procedures
• Ability to perform basic filing, office procedures and word processing
• Ability to maintain accuracy and consistency
• Ability to communicate verbally
• Ability to finish tasks in a timely manner
• Ability to maintain confidentiality
• Ability to compose letters and memorandums
• Ability to deal calmly and courteously with people
• Ability to deal with stressful situations
• Ability to function independently and manage own time and work tasks
• Ability to work as an effective team member
• Ability to maintain office files and follow standard office procedures

Certificates/Credentials/Licenses

n/a

Computer Skills

Familiarity with Microsoft Word, Microsoft Excel, and university student management software (e.g. Docfinity, SLATE , LOCUS )

Supervisory Responsibilities

No

Required operation of university owned vehicles

No

Does this position require direct animal or patient contact?

No

Physical Demands

None

Working Conditions

None

Open Date

10/14/2026

Position Maximum Salary or Hourly Rate

$25.72

Position Minimum Salary or Hourly Rate

$20.91

Special Instructions to Applicants

As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago’s mission, candidates should consult our website at www.luc.edu/mission/ . For information about the university’s focus on transformative education, they should consult our website at www.luc.edu/transformativeed .

About Loyola University Chicago

Founded in 1870, Loyola University Chicago is one of the nation’s largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes including Business, Law, Medicine, Nursing, and Health Sciences Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation’s top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country’s most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world.

Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits.

Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University’s Nondiscrimination Policy.

Quick Link for Posting https://www.careers.luc.edu/postings/35972