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Administrative Coordinator- IL- Microbiology & Immunology

Midwestern University Downers Grove Full-Time
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The Administrative Coordinator provides administrative support to the Chair and faculty members of the Microbiology & Immunology department.  The position reports to the Chair for Microbiology & Immunology.


  • Meet and greet visitors, answer phone, screen and direct calls.
  • Use the Testing Center software for each departmental course to construct, submit, and grade exams and quizzes.
  • Organize and submit to the Copy Center course note packets, lab manuals and exams.
  • Assist with student testing.
  • Update, maintain, and purge office and student files e.g. grades, forms, records of correspondence. In accordance with regulatory guidelines.
  • Secure and ensure confidentiality of sensitive, privileged and confidential information (e.g., student grades, information related in meeting and meeting minutes, letters, correspondences, memorandums and other documents).
  • Will need to work and interact professionally with students.
  • Provide administrative support to the Chair and faculty members of the Microbiology & Immunology department as necessary i.e. prepare general correspondence, maintain calendars, and handle interoffice mail.
  • Work effectively with all faculty members, staff and administration of the university but most especially with the Faculty and Staff of the Microbiology and Immunology Department.
  • Submit purchases orders, check requests, and deposit checks.
  • Manages department schedules and arranges departmental meetings.
  • Post grades and PowerPoint and other course materials on Canvas.
  • Coordinates and schedules the use of the Microbiology and Immunology Teaching Laboratory, SH208.
  • Maintain professional growth and development through training and educational programs in order to keep up with the changing needs of the department.
  • Follow all University policies and procedures.
  • Will be expected to suggest changes and system-fixes where needed to improve efficiency and provides constructive critical comments and suggestions on processes and procedures.
  • Will be expected to interface professionally with entities outside of the University Community.
  • Perform additional duties as required.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Motivated and amenable to change. 

Education and/or Experience                                                   

High school diploma or GED and 5-7 years of administrative support experience required.  Associate degree or equivalent from 2-year college or technical school preferred. Experience working in a team and customer service oriented environment.  Excellent written and verbal communication skills. Knowledge or training in medical terminology is desirable. 

Computer Skills                                               

Computer proficiency in MS Office (Word, Excel, Access, Outlook), Canvas, and Adobe reader/writer software. Learns new software easily and should be highly adaptable to new technology. 

Language Skills                                                

Basic skills:  Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Reasoning Ability                                             

Intermediate skills:  Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Mathematical Ability

Basic skills:  Ability to add and subtract, multiply and divide all units of measure using whole numbers, common fractions and decimals.  Ability to compute rate, ratio, and percent and to interpret bar graphs. 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms.  The employee is regularly required to sit, talk and hear.  The employee must occasionally lift and /or move up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate.

 Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race, color, religion, gender, national origin, disability, or veterans status, in accord with 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Skills required

Operation Departments
Coordinate Administrative Activity
Maintain Indexed Record
Arrange Meeting
Resolve Administrative Problem
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