The Graduate Program in Neuroscience (GPN) is seeking a Graduate Assistant to coordinate the various administrative and academic operations of the Graduate Program in Neuroscience, including recruitment and admissions support, scheduling, purchasing, event planning, and other operational activities under the director of a supervisor.

This is a 50% GA position to start on 5/16/22. Provided performance expectations are met, the position may be renewed in the Fall, Spring, and Summer semesters. Preferred candidates are able to commit to working for two (2) academic years, including summers.

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 financial and administrative functions of the Program

Financial Responsibilities

• 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 tracking office expenses related to seminars, graduate students, etc.
• Assist with grants or related funding sources
• Manage stipend and fee payments for students

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 Graduate College
• Respond to inquiries/questions from applicants regarding admission
• Update web page and any other collaterals to reflect new information on admissions
• system/registration/deadlines
• Acknowledge and review applications; advise applicant on missing information and documents
• Coordinate new student orientations for entering class
• Website Maintenance and Social Media Presence Serve as web master and ensure regular updating of web material
• Create (if needed) and maintain GPN social media sites

Bachelor's degree and acceptance into a UIC Graduate program.

Prefer candidates who are able to commit to working for two (2) academic years, including summers.