Job Requisition Number: 24226. The mission of the School of Optometry is implemented by approximately 20 ladder-rank faculty, 5 emeriti faculty, 115 full-time and part-time clinical faculty, 85 staff, 30 professional researchers, 20 graduate students and 26 visiting faculty and postdoctoral research scholars. The staff includes professional, health care, technical, research, and administrative/clerical employees who provide support for a complex array of functions.
Under the supervision of the Assistant Dean of Admissions and Student Affairs, the Coordinator of Admissions & Student Affairs, Optometry and Vision Science, works with prospective and current optometry (to include Residents) and vision science students and is a resource for preliminary admissions information for entry into all three programs. He/she is also involved with job functions related to current students and Residents, such as registration, course scheduling, posting optometry and vision science awards, and room scheduling. Responsibilities include:
I. Admissions Respond to telephone, mail, and email inquiries regarding the optometry and vision science programs. Provide excellent customer service to “walkin” prospective students. Under the guidance of the Assist. Directors of Admissions, process applications to the OD program through WebAdmit and Residency and Vision Science applications through Slate. Provide support in the processing of applications includes data entry, followup with applicants via email and phone, filing, review of transcripts, credentials and evaluate prerequisite coursework. Manage respective applicant databases. Track and coordinate Sexual Violence/Sexual Harassment training, both inperson and online. Track and maintain incoming student records, including final transcripts, prerequisite coursework and background checks. Coordinate recruitment schedules for traveling ASAO staff. Attend recruitment events/fairs/information sessions as needed.
II. Advising and Academic Progress Provide information to current students on a wide array of student matters ranging from new student services, awards and scholarships, financial aid, registration and scheduling, graduation and optometric licensure requirements. Keep current on and maintain knowledge of campus administrative policies and procedures. Share knowledge with faculty, students and staff when needed. Monitor academic progress. Track grades and calculate GPAs. Refer cases to Academic Advisory Committee (AAC) and prepare materials for meetings. Attend AAC meetings as the Recorder and provide input. Update the Student Affairs optometry database to reflect current semester GPAs and students’ academic status.
III. Event Coordination Support in the planning and implementation of all events pertaining to Vision Science and Optometry. May be called upon to lead events as needed.
IV. Academic Scheduling and Registration Manage the batch registration process for fall, spring and summer sessions for all students. Enroll students in all their classes. Create data files for SIS programmers. Work with faculty in scheduling freshman and sophomore vision science seminars. Set enrollment reservations and process waitlists for freshman and sophomore seminars. Generate data reports as requested. Assist students in petitions to change course schedules, adds/drops, grade changes. Serve as a scheduler for both Optometry and Vision Science classes for fall, spring and summer sessions. Maintain listservs and class rosters. Process requests for general assignment classrooms. Create and maintain internal class schedule per semester. Keep track of curriculum changes based on recommendations by both the Associate Dean for Student Affairs and the Vision Science Chair.
V. Administrative Post optometry and vision science awards. Oversee room scheduling. Provide verifications for credentialing services. Update and edit website content under the ASAO’s purview. Provide data to the Assistant Dean for annual reports as needed. Assist the Assistant Dean in processing of event and expense reports and purchase orders. Other administrative duties as needed. Provide backup support to ASAO team members as needed.
VI. Campus and External Relations Network with centralized offices on campus in an effort to provide students with greater access to information and resources.
VII. Professional Development Take classes/workshops that will enhance expertise in professional areas of interest and enhance current work environment. Participate in University service activities.Knowledge and Skills: • Knowledge of University specific computer application programs and proficiency with SIS applications. •Proficiency with Windows applications, Adobe, bConnected and FileMaker Pro. • Ability to use tact and diplomacy. • Excellent customer service skills and interpersonal skills. Multicultural competencies; ability to work with diverse populations. • Skills in judgment and decision making, problem solving, identifying measures of system performance and the actions to improve performance. • Ability in problem identification, reasoning. • Ability to develop original ideas to solve problems and not deterred by ambiguity. Ability to be resourceful, creative, innovative, and flexible. • Ability to multitask in a fastpaced department, work under multiple deadlines, and have the ability to prioritize workflow in a logical/liner manner to meet strict and important deadlines. • Excellent active listening skills. Ability to give and receive objective behavioral feedback. • Outstanding communication skills, including written, oral, one on one and group. • Strong attention to detail. • Able to lift 15 lbs. Education/Training: • Bachelors degree or equivalent combination of education/training.
Licenses/Certifications: •Valid California driver’s license, transportation, and liability insurance to drive to various sites for support functions of the program as needed.
Other Requirements: •Some evening and weekend work required. •Some overnight travel may be required.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.