External Program Services and Budget Specialist


External Program Services and Budget Specialist


Department: Benerd School of Education
Campus: Stockton
Posting Number: 201301318P
Full or Part Time: Full Time
Number of Months: 12
Work Schedule
Work performed during standard business; may have to work occasional weekends and after business hours.
Open Date: 03/27/2018
Open Until Filled: Yes

Position Summary Information
Primary Purpose
Under the supervision of the Associate Dean of Accreditation and External Programs, the Program Services Coordinator will be responsible for assisting and supporting current and new community relations programs and/or academies related to the Tomorrow Project (i.e., PAM, Reach for the Stars, Book Buddies, etc.) as well as existing and forthcoming external academic programs and/or affiliates (i.e., Teachers College of San Joaquin, BATTI, etc.) associated with the Benerd School of Education (BSE).

Essential Functions
1. Supports the overall mission and purpose of BSE's community relations and external programs academic activities by:
  • Serving as a liaison and person of contact to constituents and stakeholders.
  • Acting as a conduit between BSE, constituents, stakeholders and various relevant University entities in resolving academic issues, exceptions, etc.
  • Engaging and interacting with constituents and stakeholders in a professional and courteous manner.
  • Assisting the Tomorrow Project administrator and BSE faculty and administration in coordinating meetings, events, campus visits, registering attendees, etc. with key constituents and/or stakeholders, including online correspondences and student orientations.
  • Developing, maintaining and distributing a calendar and/or schedule to constituents and stakeholders of activities, events, campus visits, etc.
  • Participating and assisting, as a host and/or representative, during the weekday and some evenings and weekends at activities, events, campus visits, student orientations, etc.
  • Facilitating regular meetings with stakeholders, incl. developing agendas, minutes, and materials.
  • Manage emails and correspondences between various stakeholders.
  • Participating and contributing to team meetings and other initiatives involving student support, credentialing, school districts, external programs, assessment and accreditation.
  • Coordinating faculty and student orientations, meetings and activities associated with the Tomorrow Project and external programs.
  • Collaborate with and serve as a liaison between the Associate Dean, BSE's administrative offices, and University administrative offices such as, Graduate Admissions, Registrar, Student Accounts, Student Health, Financial Aid, Classroom Scheduling, Facilities Services, Provost Office, Dean's Office, etc.
  • Composing and preparing informal and formal letters, correspondences, special reports, meeting agendas, technical papers, memoranda of agreement (MOAs), letters of appointment, presentations and/or emails in a form consistent with standard business practice, to include recording meeting minutes for review and/or distribution.

    2. Coordinates and manages budgetary and other operational logistics associated with BSE's community relations initiatives (i.e., Tomorrow Project) and external programs academic activities by:
  • Providing budget and accounting support for the Dean's Office and Tomorrow Project administrator, as needed.
  • Process accounts payable and/or reimbursement requests in timely manner.
  • Reconciling and processing Pro-Card activity and statements.
  • Collecting, reconciling, developing and/or submitting invoices.
  • Preparing payment requests for processing.
  • Creating and maintaining accurate financial databases (i.e., tuition, fees, grants, donations, gifts, travel, etc.), projections and payment schedules, etc.
  • Schedule and/or arrange meetings, travel, lodging for campus visits (i.e., Tomorrow Project and external programs), to include ensuring that reimbursements are documented and processed in a timely manner.
  • Creating and maintaining data files and databases (i.e., course scheduling, student registration, student progression, etc.)
  • Providing and/or assisting with ad-hoc, accreditation (i.e., state, national and regional) and assessment data collection and reporting as requested and/or assigned, to include the communication and/or administration of indirect assessment measurements/surveys.
  • Preparing, maintaining and tracking multiple budgetary, academic, and/or operational records, verifying information, reconciling to Banner and resolving budgetary, academic, and/or operational issues, which requires current knowledge of BSE's and the University's processes, policies and entities.
  • Overseeing the hiring and contract renewals of relevant new and returning staff and faculty, to include maintaining and distributing an accurate list of active faculty and staff, to include facilitating the renewal MOAs and contracts, and creating and/or submitting EPAFs.
  • Ensuring the use of any University adopted student management system in a proactive way.
  • Collaborating with the BSE Business Manager to effectively and accurately follow purchasing and personnel hiring processes, including the review and approval of timesheets (as applicable) and application of relevant and various budgetary restrictions and specifications.
  • Perform budget analysis and provide projections to dean to review and analyze current budget expenditures and projections—work with Provost's Office Budget team to determine indirect costs caps to the university, including determining the minimum number of students that need to be enrolled based on the tuition rate, calculate budget adjustments and make percentage adjustment to budget allocations and expenditures to ensure that external programs costs are covered and break even at the least.

    3. Coordinate the advertisement, marketing, promotion and recruitment of constituents and activities associated with current and new community relations programs and/or academies related to the Tomorrow Project (i.e., PAM, Reach for the Stars, Book Buddies, etc.) as well as existing and forthcoming external academic programs and/or affiliates (i.e., San Joaquin Teacher's College, BATTI, etc.), to include collaborating with and providing accurate and current information to the BSE web designer regarding the activities for publication on the BSE website, social media, etc.

    4. Coordinate and manage student admission, enrollment and registration in existing and forthcoming external academic programs and activities (i.e., Teachers College of San Joaquin, BATTI, etc.) associated with BSE by:
  • Working with stakeholders and BSE faculty and administration to ensure the transition and progression of student cohorts.
  • Collecting and reviewing student applications for consideration of approval and admission, to include analyzing applications for accuracy and completeness and communicating with students and/or relevant stakeholders regarding missing or inaccurate information and/or documents.
  • Addressing inquiries with stakeholders regarding student admission, enrollment and registration in a timely manner, to include using OnBase, or the equivalent, to effectively track student admission, enrollment and registration.
  • Working with students and/or stakeholders on admission and matriculation processes and issues as cohorts progress towards graduation.
  • Conducting audits of student enrollment and registration, requesting CRNs and troubleshooting issues/concerns regarding course availability and/or access.
  • Providing assistance to students, as needed, by: Responding to questions on class registration and class requirements. Responding to inquiries on degree progress or requirements or completion of forms. Maintaining student and faculty records for the Dean's Office in accordance with FERPA guidelines. Referring students to the appropriate faculty, department and/or administrative office for counsel or other resources.
  • Generating transcript transfer equivalencies as well as collecting and submitting student applications for graduation and academic plans of study.

    5. Perform other related duties as assigned and/or requested.

    Minimum Qualifications
  • Two (2) years post high school education or training.
  • At least three (3) years' work experience related to responsibilities stated above.

    Preferred Qualifications
  • Bachelor's degree
  • At least two (2) years of work experience supporting or servicing educational/academic programs and activities, and/or admission and enrollment processes.

    Skills/Knowledge and Expertise:
  • Excellent organizational, time management skills and strong problem solving skills.
  • Possess strong analytical skills.
  • Familiarity with basic budget and bookkeeping procedures.
  • Ability to learn and understand federal higher education policies (i.e. FERPA).
  • Ability to develop and manage a complex system of auditing, evaluating, and analyzing information.
  • Ability to manage and lead projects as assigned either independently and/or in collaboration with others.
  • Strong and proven experience administratively supporting projects, initiatives, etc. from inception to completion, ensuring deadlines and goals are accomplished in a timely manner.
  • Ability to effectively prioritize work, think critically and determine priorities.
  • Ability to work under pressure with frequent interruptions and/or changing priorities.
  • Experience with event planning and ability to coordinate/plan trips for entire groups of students.
  • Ability to learn and retain knowledge of budgetary logistics associated with grants, contracts, tuition and gift agreements, to include the application of this knowledge on a daily basis when working with the various external academic affiliates and community relations academies and/or activities (i.e., some of the programs are simultaneously funded by multiple sources, including grants, contracts, gifts and current funds, which all come with different restrictions and specifications).
  • Excellent verbal and written communication skills.
  • Ability to proofread documents and to reconcile/balance accounts.
  • Technical skills to manage electronic records, learn and apply various University systems, and engage in extensive use of Microsoft Office Suite applications, such as Word, Excel, and Power Point.
  • Knowledge of basic office procedures, dress and phone etiquette and discretion, customer service, professionalism, and office organization.
  • Excellent interpersonal skills with developed understanding of cultural differences.
  • Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.

    Physical Requirements
    The physical demands described here are representative but not definitive 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.

    Requires extended periods of sitting and repetitive hand/wrist motion while using computer keyboard and phone. Occasional standing, walking, climbing stairs, bending, stooping and reaching. Simple grasping with hands. Occasional lifting up to 25 pounds.

    Work Environment/Work Week/Travel:
    Work is primarily performed in a standard office environment. Work performed during standard business; may have to work occasional weekends and after business hours.

    Hiring RangeMin $17.17 per hour to Mid $22.48 per hour, non-exempt
    Background Check Statement
    Applicants who are selected as final possible candidates must pass a criminal background check.

    To apply, visit: https://pacific.peopleadmin.com/postings/11711

    AA/EEO Policy Statement
    University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.

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