Undergraduate Studies Coordinator
University of San Diego
Department: College of Arts and Sciences
Performs detailed, complex administrative work for the College of Arts and Sciences Dean's Office. Assists the College of Arts and Sciences Vice Dean and Assistant Deans in all aspects of Undergraduate Studies. Is responsible for coordination and marketing of events supporting Undergraduate Studies. Liaises with other offices on campus to coordinate activities. Schedules and attends meetings with the Vice Dean and Associate Deans. Supervision received: works under the general supervision of the Vice Dean, the Budget Director and the Dean of the College of Arts and Sciences. Supervision exercised: exercises immediate supervision over graduate work study student(s).
Duties and Responsibilities
The responsibilities described here are representative of those that must be met by the employee to successfully perform the essential functions of this job.
Vice Dean and Assistant Deans Support
In collaboration with the Vice Dean and Assistant Deans, plans, implements, and attends all important Undergraduate Studies events connected to the mission.
Coordinates and advertises faculty development events and other events co-sponsored by Undergraduate Studies, in consultation with the Vice Dean.
Coordinates & Implements annual New Student Convocation, including speaker recruitment, content, and campus partner involvement.
Collaborates with the Learning Communities Office and department chairs to develop and distribute promotional materials.
Communicates with other offices on campus and with off-campus entities, especially with regard to joint activities and other collaborative efforts.
Maintains strict confidentiality –Coordinates the Academic Integrity Process, Assists in providing academic committee support for Academic Integrity Hearings, (beginning and end of the semester) Grade Grievances (beginning and end of the semester).
Obtains information from the Registrar's Office to prepare and send official notifications to students: performs a mail merge for various documents, including highly confidential ones such as disqualification letters, academic probation letters, reinstate letters, readmit letters, (beginning and end of the semester) and academic integrity letters. Collects and maintains the official university database for AP/IB/CLEP scores.
Maintains the College's online database for academic integrity hearings (Maxient©).
Maintains RSVP guest list when necessary for various meetings (as needed).
Schedules and maintains the daily calendar for the Vice Dean and Assistant Deans.
Schedules meetings for students, parents, and professors (daily), and copies documents for sensitive meetings.
Surveys faculty for last date of class attendance of students for tuition refund purposes, for Wellness-check purposes, and to provide other needed support.
Sets up faculty appointmentsfor new transfer students regarding SummerRegDays.
Contacts students/chairs to set up advising appointments with Assistant Deans, to discuss failed prerequisites for registered courses, and to manage course articulation agreements.
Helps to create articulation agreements with Articulation Officer.
Oversees the input of data from Learning Community Surveys into Qualtrics.
Provides other support as necessary.
Administrative Support & Office Management
Teaches work study students familiarity with Department and University and the Dean's Office policies and procedures.
Performs (when needed) and supervises clerical and administrative functions; Provides daily supervision and support of the front desk activities.
Directs students as needed to appropriate departments, addresses and answers general College information by referring them to the appropriate department or instructors if needed.
Supervises daily traffic flow of students, parents, faculty and other inquiring community members entering the office.
Is informed and knowledgeable about current University policies and procedures.
Organizes and distributes teacher evaluation materials for all classes in the College of Arts and Sciences at the end of each semester.
Prepares and conducts inventory tracking; maintains delivery and conditions of major supplies, computer equipment and office furnishings (as needed)s
Prepares work orders for repairs and maintenance of the space and equipment for the Dean's Office (as needed).
Authorizes payments to purchase office supplies through the use of US Bank Visa One card, USD bookstore card, and accounting forms (print shop, purchase requisitions.
Prepares materials necessary to conduct meetings, i.e., folders, agenda, and name badges (as needed).
Performs other tasks as necessary.
Minimum and Preferred
Bachelor's Degree and two years of office work experience OR High School Diploma and four years of office work experience required.
One year of experience in high-level coordination and/or event planning required.
Experience in website maintenance preferred.
Performance Expectations: Knowledge, Skills and Abilities
Excellent written and verbal communication skills.
Advanced computer skills in Microsoft Office (all applications), website maintenance and Oracle preferred.
Ability to learn and use web authoring software, Banner, Noetix, MySanDiego portal, Maxient.
Ability to meet and interact effectively with faculty, staff, students and parents.
Ability to apply various organizational skills in order to prioritize work load effectively, satisfy deadlines under time pressure situations, and work on multiple concurrent tasks.
Flexibility and versatility to contribute to evolving work situations.
Ability to cooperate as a team member with all offices performing duties that support the mission of Undergraduate Studies.
Ability to establish and maintain strong working relationships with colleagues, staff, administrators, students and the general public.
Thorough knowledge of general office practices and procedures and very good business English and proofreading skills.
Ability to assume responsibility, deal effectively with problems, and exercise independent judgment when making decisions and dealing with diverse personalities and populations.
Ability to develop and use empathetic listening skills, communicate with clarity and maintain an attitude that conveys respect, assistance, honesty and resourcefulness.
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. Serious candidates are encouraged to request official transcripts to help expedite the hiring process.
Salary: $20.22 - $22.74 per hour; Excellent Benefits.
The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits
Hours: 37.5 per week
Closing date: February 21, 2017
Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.
The University of San Diego is a smoking and tobacco-free campus. For more information, visithttp://www.sandiego.edu/smoke-free/
To Apply: http://www.sandiego.edu/jobs/
Click Apply Now to complete our online application and be sure to upload your resume for full consideration. In addition to your resume, you are strongly encouraged to upload a cover letter to your application profile for the hiring managers' review.If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at firstname.lastname@example.org.
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