Academic Program Specialist - Dean's Office

• Serves as key contact for students, faculty, staff, and visitors and general oversight of the outer office of Dean’s Suite. This includes engagement in person, e-mail, virtual meetings as needed, and phone. Interactions include but are not limited to responding to questions, providing information, and reporting of classroom and building issues/problems to the appropriate person.
• Provides administrative support to Associate Dean. This may include screening calls; coordinating calendars, arranging appointments and meetings; processing correspondence, reports and documents, assisting with student appeals, advising, and special projects.
• Supports graduate interdisciplinary studies programs, advising and student success initiatives, including accelerated programs, college advisor, interdisciplinary program directors, and associated faculty/adjuncts. Works with student workers employed for student success initiatives.
• Collects and enters information needed for database systems related to enrollment management and assists with scheduling of graduate courses as directed. As directed assists with re-enrollment review and support, creates reports using PeopleSoft or SSC. May assist with review of academic class schedules; monitoring of class and program enrollment; creates reports using PeopleSoft or SSC. Assist with assignment of LBPS advisors; maintains and updates student records; executes and manages faculty/adjunct contracts
• Maintains Graduate Interdisciplinary program and other assigned budgets including related financial transactions using designated software.
• Compiles, updates, and maintains records related to assigned administrative processes (e.g. academic timeline).  Provides administrative support for various graduate academic and UG advising programs. This includes work to: complete forms; assist with preparation of a variety of documents; edit, format and revise materials created by others; proofread for grammatical, typographical and basic content errors; compose and respond to routine inquiries as instructed; create routine reports. Ensures that all required forms and documentation are complete.
• Maintains Interdisciplinary budgets and related financial transactions using designated software.

Required Qualifications:

• Bachelor's degree.

• One year experience in administrative staff work.

General knowledge of business english, spelling, and grammer. General knowledge of and skill in the use of word processing, database, and spreadsheet software to produce documents and maintain information. Skill in performing basic mathematical computations. Ability to present statistical material in table, chart, or graph form. Ability to plan, organize, and prioritize multiple tasks and assignments. Ability to handle confidential and sensitive matters with tact and discretion. Ability to communicate effectively orally and in writing. Ability to understand and follow oral and written instructions. Ability to establish and maintain effective working relationships. Ability to operate computers and other office equipment. Ability to train, supervise, and evaluate personnel.

Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

Preferred Qualifications:

• Two years of experience performing administrative and operations support functions.

• Proficiency in software databases (e.g. PeopleSoft and SSC).