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Job ID: 211414

Program Coordinator (Coordinator of Educational Programs)
University of Illinois, Chicago

Date Posted May 24, 2023
Title Program Coordinator (Coordinator of Educational Programs)
University University of Illinois, Chicago
Chicago, IL, United States
Department Physical Therapy
Application Deadline Jun. 7, 2023
Position Start Date Available immediately
  • Other Administrative Categories
  • Student Services
    Admissions/Student Records/Registrar

The UIC Department of Physical Therapy is seeking a Program Coordinator (Coordinator of Educational Programs). The Program Coordinator works closely with the Director of Professional Education, Director of Graduate Studies, Director(s) of Clinical Education and faculty involved with the Doctor of Physical Therapy (DPT) program, the Doctor of Clinical Exercise Physiology (DCEP) program, and the graduate admissions process. As a member of the Administrative Staff, the Program Coordinator shares responsibility to support all departmental programs and activities under the direction of the Director of Operations. This position reports to the Director of Operations. 

The Program Coordinator has responsibility for supporting the Directors of Professional and Graduate education and the Directors of Clinical Education in the effective and efficient operations of the DPT, DCEP, M.S. programs, and Certificate programs. The Program Coordinator must be knowledgeable about educational programs at all levels (i.e., undergraduate, graduate and professional)

The Program Coordinator must have the software skills to facilitate data abstraction from admissions databases (including The Centralized Application Service, PTCAS) and provide reports on admissions scores. The Program Coordinator processes admissions applications in the Departments' academic programs and assists with the selection process under the Faculty Admissions Team.

Duties & Responsibilities

  • Admission support: managing admissions data for multiple programs; communicating with applicants from application submission through enrollment, including extending offers and recording replies; reporting application data to program directors and admissions reviewers; facilitating review processes by program; updating program information with PTCAS (application service); maintaining application data in PTCAS and in Slate (Office of Graduate and Professional Admissions); training and supervising student workers to check applicants' pre-requisites; and completing portions of annual accreditation report. Also calculates the admissions review data and develops list of candidates who will receive DPT offers.
  • Clinical Education Administrative support: Update and maintain student and clinical site information in software systems such as Exxat and Castlebranch; Prepare communications, surveys and other correspondence for clinical partners and students using Exxat, Qualtrics and other software platforms; Work with the Director of Clinical Education and other university departments to support clinical education initiatives such as developing new and renewing existing contracts and transitioning to new software versions; Organize and synthesize clinical education data to inform decisions about the program; Schedule clinical education meetings and take meeting minutes.
  • Develops, coordination of classroom and program schedules (each academic term). Collecting and filing syllabi. Soliciting textbook orders from faculty, submitting them to bookstore and distributing to students. Maintain room schedules for courses, meetings, etc. Post calendars weekly outside rooms.
  • Assisting with student course registration and program registration; monitoring to ensure accuracy. Maintaining class rosters and databases of student enrollment. Enter course change and add requests in Course Request System (CRS).
  • Maintaining records of student progress and generating reports on student progress each academic term. Maintaining student information with national student licensing agency. Maintaining record of student advisers; communicating assignments to students and faculty. Facilitating certificate program completion process.
  • Assists with annual university and accreditation reporting.
  • Perform other related duties and participate in special projects as assigned.


Minimum Qualifications

  1. Bachelor’s degree.
  2. A total of one (1) year (12 months) of professional experience supporting undergraduate, graduate and professional education programs 

Preferred Qualifications

  • Familiarity with the structure, functions, systems, policies and procedures of the University of Illinois.

  • 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, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

    The university provides accommodations to applicants and employees. Request an Accommodation

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