Undergraduate Student Services Coordinator
Posting InformationPosition TypePermanent Staff (SHRA)Is this an internal only recruitment?NoPosition TitleStudent Services Specialist - JourneyWorking TitleUndergraduate Student Services CoordinatorPosition Number00051499Vacancy IDP011930Budgeted Hiring Range$39,000 - $44,000Pay Band Information
To learn more about the pay band for this branch and role, please see the Career Banding rates spreadsheet.Salary Grade EquivalentGN09Full-time/Part-time Permanent/Time-LimitedFull-Time PermanentIf time-limited, estimated duration of appointmentHours per week40Work Schedule
Monday – Friday, 8am – 5pmDepartment Name and NumberSch of Inform and Libr Science-370101Date First Posted09/01/2020Closing Date09/14/2020Position LocationChapel Hill, NC - While primarily remote for the Fall 2020 Semester, this position serves on a weekly rotation providing onsite support in Manning Hall, and is onsite during regular operations.Position Posting CategoryStudent ServicesDepartment Description
The School of Information and Library Science (SILS) seeks to advance the profession and practice of librarianship and information science; to prepare students for careers in the field of information and library science; and to make significant contributions to the study of information. Faculty members further these goals by teaching and advisory work; by research and scholarly publishing; and by service to the School, the university, the state, and the professional community.Equal Opportunity Employer
The University of North Carolina at Chapel Hill is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender, gender expression, gender identity, genetic information, race, national origin, religion, sex, sexual orientation, or status as a protected veteran.Position Description
The purpose of this position in the School of Information and Library Science is to provide administrative support to undergraduate students, business services support to Graduate and PhD students, and a variety of student services support to non-Undergraduate students.
UNDERGRADUATE STUDENT SERVICES – 55%
· Recruit, admit, council and support with a focus on student academic, social, and emotional development.
· Manage, administer, direct, promote, and lead activities in the areas of admissions, registration, and other administrative units dedicated to student service.
· Make independent decisions within university policy, interpret, communicate, and adhere to policies and procedures, develop and establish adequate internal controls to support data integrity, evaluate patterns and recommend alternatives, student personnel management and scheduling, student development, developing and maintaining effective working relationships with and among students, parents, faculty, and staff, and other external entities and providing excellent customer service.
· Research, plan, develop, and implement student programming in response to student and university needs.
· Work may require extensive contact with accreditation agencies, counterparts and colleagues at other Universities, as well as the campus community and local and/or regional community to explain programming options, processes, policies, and procedures.
· May involve the coordination of off-campus travel for student groups participating in activities as well as travel to attend college fairs, workshops, conferences, etc.
· Exercise confidentiality in accordance with policy and applicable state, federal and local laws such as FERPA (Family Educational Rights and Privacy Act) and HIPAA (Health Insurance Portability and Accountability Act).
BUSINESS SERVICES COORDINATOR – 25%
· Navigates and maintains a fluid financial management system that operates in support of our Associate Dean of Academic Affairs. Annual funding budget exceeds $3.3 Million. Funding sources are internal, and external (non-SILS) State funds, Fellowships, Trusts, and State and Federal Grants.
· Manage, plan, direct, coordinate and monitor the funding program for all Graduate Students in the School. This includes all graduate school awards, non-service awards, Teaching and Research Assistant positions, CALAS, etc. (Customer facing)
· Monitor the budget funding process to ensure the efficiency of business systems and ensure that operational, procedural and regulatory requirements are met. (Administration facing)
· Lead the development and implementation of Graduate Student Funding goals and objectives.
· Communicate major and complex funding situations and actions internally to the Dean and Associate Deans and externally to the Graduate School, Dual Degree Administrators and General Admissions.
· Interpret rules and regulations and serve as a technical resource in developing response to external agencies for reporting and compliance purposes. Document and report on complex issues and effectively articulate written conclusions.
· Reconcile criteria from over a dozen Fellowships to determine eligibility of incoming and existing Graduate Students and award funding based on merit determinations.
· Serves as liaison with the other units in the University for matters relating to financial aid and student status
SILS PROGRAMMATIC SUPPORT (Non-Undergraduate) – 15%
· Provide internal and external supplemental support of non-Undergraduate programs in the areas of counseling/advising, course management, recruitment and admissions. This includes the Graduate-Information Science, Graduate-Library Science, PhD- Information and Library Science, Dual BSIS/MSLS and BSIS/MSIS Degree, Environmental Science Dual Degree, and Assured Admissions.
· Serves on committee/group with university departments to represent SILS. Assist with decisions in new policies and procedures. (Academic Eligibility/Tar Heel tracker).
· Position makes decision regarding ranking applications. This position conducts the first pass on applications, determines who should be put forward, is the first person to reach out to applicants if additional information is needed, and once selected, confirms the applicant meets admission/award requirements. Position grants approval to release student data within FERPA guidelines and speaks on student’s behalf as needed for finalizing committee decisions.
· Oversee course registration and advise on how many seats to offer during early registration, how many waitlist positions to offer, when to increase enrollment/add from waitlist, etc.
Other Duties as Assigned – 5%Minimum Education and Experience Requirements
Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.Essential Skills, Knowledge and Abilities
- Proficient with Microsoft Office, primarily Excel
- Strong professional verbal and written communication skills and able to communicate effectively with a variety of constituents
- Manage multiple concurrent student/faculty expectations, deliverables, and priorities and the related workflows, processes, or systems
Position requires higher-level advising and interpretation of policies and procedures across student support and financial management disciplines. The successful employee will show discernment in the interpretation of policies and procedures for various stakeholders, as well as the interpretation and reporting of data across all programs.Required Licenses/Certifications Special Physical and Mental RequirementsPosition/Schedule RequirementsEvening work occasionally, Weekend work occasionallyPosition AttributesStimulus/ARRA FundedNoQuick Linkhttp://unc.peopleadmin.com/postings/183026Office of Human Resources Contact Information
If you experience any problems accessing the system or have questions about the application process, please contact the Office of Human Resources at (919) 843-2300 or send an email to [email protected]
Please note: The Office of Human Resources will not be able to provide specific updates regarding position or application status.Applicant DocumentsRequired Documents
- Curriculum Vitae / Resume
- Cover Letter
- List of References
Required fields are indicated with an asterisk (*).
- * Please select the response below that best describes your experience/education for the Student Services Specialist position.
- Bachelor's, Master's, and/or Doctorate
- Associate's degree and at least 2 years of related experience
- Combination of post-high school education and experience in a related field to equal at least 4 years (ex. 1 year of college and 3 years of related experience)
- Did not complete high school but have a combination of high school education and related experience to equal at least 8 years ( ex. 1 year of high school and 7 years of related experience)
- None of the above
- * Are you proficient with Microsoft Office?
- * Do you have strong professional verbal and written communication skills and are able to communicate effectively with a variety of constituents?
- * It is not uncommon in this position to have to provide frequent reminders to faculty to provide information regarding student funding from grants. From your experience, what process/protocols have worked best for faculty engagement?
(Open Ended Question)
- * Tell us about a time you had to manage multiple concurrent student issues during a peak enrollment period. How did you manage expectations on deliverables and determine priorities? How did you deliver and how could you have done better?
(Open Ended Question)
- * Discuss a time when you improved a particular workflow, process, or system.
(Open Ended Question)