Academic Coordinator

San Diego
May 17, 2017
Institution Type
Four-Year Institution

Title: Academic Coordinator
Department: Provost – Mc Nair	
Staff Part-Time
Job#: IRC23778

Job Description:
Assist in general administration and implementation of USD McNair Scholars, a program funded by a grant from the U.S. Department of Education. The program prepares low-income, first generation college students, and/or students who are currently underrepresented in the sciences (African American, Hispanic/Latino, Native American) to enroll in, and succeed in, graduate degree programs. USD McNair Scholars is comprised of at least 26 and as many as 50 high-achieving and self-motivated undergraduates majoring in the sciences, computer science, social science and other majors whose main objective is to obtain a Ph.D.

Research is at the heart of USD McNair Scholars. Participants are partnered with faculty mentors in their discipline to formulate and implement research. During the summer, Scholars receive stipends to support their research projects. USD McNair further supports the publication and presentation of participants' results in journals and professional conferences. USD McNair Scholars provides opportunities for participants to visit graduate schools and prepare for the graduate school admissions and financial aid application processes, and teaches financial literacy. Scholars receive individual tutoring and academic counseling to ensure their academic success as undergraduates. Scholars receive assistance in preparing for and applying to graduate school, including application fee waivers, and graduate school program site visits. Supervision received: employee will work under the direct supervision of the Director of USD McNair Scholars, who will assign tasks (see examples of work below) and set appropriate timetables for their completion. Supervision exercised: employee will supervise interns and work-study students as necessary.

Duties and Responsibilities:
The responsibilities described here are representative of those that must be met by the employee to successfully perform the essential functions of this job.

Examples of Work
• Responsible for initiating academic counseling meetings with McNair Scholar program participants on weekly basis.
• Co-facilitate McNair Scholar monthly seminars with McNair Scholars Director. Serve as main Academic Coordinator for all program participants.
• Track progression of McNair Scholar participants, updating personal files, academic reports, and research activities.
• Track McNair Scholar alumni progress in graduate and doctoral studies. Maintain time and effort records for the program (staff and students).
• Maintain records of monthly topical workshops during the fall and spring semesters. After receiving the schedule of topics and speakers each semester, arrange for a suitable room and A/V equipment for the chosen dates and times. Purchase/order refreshments as necessary. Take student attendance. Keep copies of all handouts. File attendance sheet and handouts for future reference (both programs).
• Assist in compiling data for Annual Performance Report, annually in November and December. Maintain the program website and update the program databases.
• Assist the Director with the recruiting process

Essential Duties and Responsibilities
• Assess participants' academic, educational, and social needs in relation to McNair Scholars services. Requests participants' transcripts and test scores; interviews participants and, as personal judgment dictates, participants' families; orders learning and study skills assessments for each participant. Enters results into student files.
• Refer students for McNair Scholars Program enrichment and support services that meet their particular needs. Based upon the results of the aforementioned assessment, consults with other program staff and university faculty (i.e., faculty mentors and/or advisors) to decide which services will help participants to solve problems that may interfere with completion of the baccalaureate, and subsequent entry and success in doctoral programs.
• Monitor student performance. After a plan is formed and agreed upon for each student, meet with students monthly to track student progress toward goal completion. Repeat academic, educational, and social needs assessment at least once per academic year thereafter. In summer, meet monthly with students to inquire about their research progress. Relay any concerns to program director.
• Provide individual admissions and financial aid guidance. Participants, depending upon class standing, are provided with timelines to college and graduate schools. These timelines delineate specific tasks and the timeframe in which they should be completed to ensure successful entry into graduate school, with requisite funding. During monthly meetings, Academic Coordinator queries each participant on his/her individual progress toward completing the timeline. Any concerns are relayed to the program director.
• Assist in project evaluation. Continued funding for the program requires successful completion of an annual report to the U.S. Department of Education. This report evaluates the program success toward completing the objectives stated in its original grant application. Maintains records necessary for this process, including (but not limited to) needs assessment data, GRE training data, internal program assessment by students and faculty mentors, and post-baccalaureate student tracking. Enters the data into Microsoft Access database for recall as needed in completing the annual report. Edits and helps assemble the final document.

Minimum and Preferred
• Bachelor's Degree is required (would prefer science, social science or educational discipline), Master's Degree preferred OR current enrollment in a Master's program
• Minimum one year general administrative experience; or, in lieu of work experience, must have previous participation in a McNair or other TRIO program (as a participant or staff member)
• Strong interpersonal communications skills required, including ability to deal pleasantly and effectively with a variety of people.
• Successful completion of a GRE preparation course preferred
• Personal experience in overcoming barriers similar to those confronting students in the Project's target population (low-income, first-generation and/or underrepresented college students) is required.
• Knowledge of academic needs and interventions for students from low-income, 1st generation, & underrepresented backgrounds.
• Knowledge of college admissions and financial aid standards and procedures. Experience with public relations or community relations preferred.
• Bilingual desired – Spanish, Tagalog, Vietnamese, Hmong, and/or Chinese. Occasional overnight travel required.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. Serious candidates are encouraged to request official transcripts to help expedite the hiring process.

Salary: $21.25 per hour; Medical and Retirement Benefited.

The University of San Diego offers a very competitive benefits package, to include medical and 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

Hours: 30 per week

Closing date: June 11, 2017

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit

Click Apply Now to complete our online application and be sure to upload your resume for full consideration. In addition to your resume, you are strongly encouraged to upload a cover letter to your application profile for the hiring managers' review.If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at

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