Coordinator of Academic Services

Job description

Coordinator of Academic Services

Primary Purpose:
Responsible for supporting and coordinating the academic services activities of Public Policy Program of McGeorge School of Law. This position is critical for supporting student recruitment, retention and academic success. It is also crucial to effective functioning of the faculty. Requires effective interactions with faculty, students and other University personnel in roles critical to success of the Program.

Essential Functions:
Provides support to Program Director and the faculty for their work with students. This includes assisting and supporting all steps from recruitment through degree completion. Ensures the office responds to and meets requests and needs of the degree programs offered. Provides support to the Director in all functions of the program. Maintains and/or supports key administrative systems.

Supports recruitment of students and matriculation of students, including by-
• Plan and schedule Information Sessions and Application Workshops or similar events
• Open and close application cycles in coordination with Graduate Enrollment Management
• Complete various steps required in the admissions process, such as manually inputting application materials when required, generating scholarship paperwork for Graduate Enrollment Management and Financial Aid offices
• Support or directly complete various steps to allow new students to register, including obtaining student ID cards, registration tickets and Title IX compliance training

Provides assistance to students, including by-
• Respond to questions on class registration and class requirements, referring requests to Director when appropriate
• Maintain student plans of study or other advising guides.
• Respond to inquiries on degree progress or requirements.
• Process all paperwork related to student progress in programs.
• Regularly notify students of the need to complete required forms, such as graduation applications.
• Maintain student records for department majors in accordance with FERPA guidelines.
• Refer students to faculty for appropriate counsel, or recommends other resources if necessary.
• Graduation preparation, including course audits, generating and obtaining signatures on any needed course substitution or other forms required, submitting these to the Registrar and verifying successful completion.
• Coordinates with the McGeorge Assistant Dean of Students and staff, where appropriate

Maintains core administrative systems regarding students and program, including by-
• Maintaining records of curriculum development and changes, including using forms required for course and program approval or change, and bringing Catalog language into conformity with any changes made.
• Organizing, scheduling, and managing registration and enrollment processes including communications with identified degree students, and assistance with all student orientations. This includes managing processes and conducting enrollment audits to determine whether enrolled students are making planned progress in their program, and communicating and advising those students regarding their progress.
• Including through use of reports from the Registrar, identifies students on probation at the end of each academic term. Coordinates addressing issues of probation with the Program Director and others the Director identifies.
• Distributing, collecting, and summarizing all surveys used in the Program. This includes surveys of entering students and of graduating students, among others. Prepares reports based on these surveys using templates approved by the Director.

• Obtaining data relevant to ongoing program assessment, prepares reports using templates and methods provided, and updates University program assessment tools.
• Maintaining accurate rosters of students and alumni in form determined by the Director. Analyzes data on students, including demographic and measures related to academic progress using templates and methods provided.
• Archive and maintain repository of all course syllabi
• Archive and maintain repository of all course syllabi
• Work with faculty to identify class session dates for semester-end course evaluations
• Develop positive working relationships with other departments within the University, including but not limited to Graduate Enrollment Management, Financial Aid, Business Office, and International Programs
• Coordinates work with the McGeorge Faculty Support Office and the McGeorge Office of Academic Affairs, where appropriate

Provides support to the Director in relationships with the faculty and to the faculty in selected areas, including by -
• Scheduling faculty meetings, providing related materials and attending when requested.
• Addressing faculty questions regarding IT or other needs for teaching, including linking to other University resources.

Supports key administrative processes of the program, including by-
• When requested, composes and prepares letters, correspondence, special reports, presentations and e-mail using standard software applications and in a form consistent with standard business practice.
• Reviews and reconciles ProCard or similar processes of the University for Director and staff of the Program.
• Schedules and/or arranges meetings, travel, lodging for unit personnel or visitors. Ensures reimbursements are made when appropriate.
• Orders unit’s supplies, repair of equipment and facilities when needed or requested.
• Provides oversight and direction to any student assistants or employees:
• Creates and monitors schedules
• Assigns and reviews work
• Reviews and submits time sheets
• Maintains a variety of department records both electronically and manually as requested by Director.
• Coordinates unit’s calendar of events and ensures unit personnel are updated with current University information.
• Monitors program website on a bi-weekly basis, checking content and all links to identify problems. Works with those responsible to address any problems found.
• Organizes and/or assists with the coordination of unit events as assigned to include but not limited to:
• Arranges for facilities and equipment set-up as well as technical support
• Purchases supplies/materials needed for events
• Serves as primary department contact and coordinator to campus departments/units as necessary
• Provides technical support to others within office on University supported software applications and supports the update and maintenance of web-site.
• Recommends new procedures for streamlining administrative duties or office functions.

Performs other duties as assigned or requested.

Minimum Qualifications:
• Forty eight (48) units of completed post high school education coursework.
• Two years of work experience in a similar or related position.

Preferred Qualifications:
• Bachelor’s degree from an accredited college or university.
• Working knowledge using current word-processing software such as: Word, PowerPoint, Excel, Internet and electronic email.
• Knowledge of academic programs, especially of professional graduate programs.
• Knowledge and demonstrated proficiency in the use of Banner.

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.
Duties require constant sitting and repetitive motion while using computer keyboard and phone. Frequent walking, standing and simple grasping. Occasional climbing stairs, walking across campus, stooping and reaching. Constant communication using both spoken and written means. May be required to lift/carry up to 25 lbs.
Work hours adjusted to end at 6:30 pm M-F to cover time when students and faculty assemble for classes beginning at 6:15 pm.

Hiring Range:

Background Check Statement:
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

To apply, visit

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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Job No:
Posted: 2/11/2021
Application Due: 2/11/2033
Work Type: Full Time