Academic Program Specialist
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Classification:Administrative Specialist 2
Work type: Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:College of Health
Categories: Other, Student Affairs/Services
This position provides comprehensive student records, administrative, and overall business and office management support services for The Department of Human Services program activities at UAA. The Academic Program Specialist is responsible for responding to inquiries regarding UAA and departmental program practices, policies, and procedures; engages in special projects as directed by faculty/Department chair to meet the department's academic, and service mission; coordinates special events and business meetings; and assists with marketing efforts to promote department academic programs and activities. Keeps department chair apprised of any ongoing issues. Participates in problem-solving and continuous process-improvement efforts to improve faculty/student service, efficiency and accuracy, and thus contribute to the success of the department. Oversees office management to ensure day to day operations to maintain work flow. Analyze data, collect project and program statistics and compile and present reports. Meet regularly with Chair to inform of processes and discuss department decisions. The Academic Program Specialist will assist faculty with reimbursement forms, travel and facilitating efforts toward student tuition waivers.
10 Public: Serve as first point of contact for students, faculty and staff in the department; provide information about department programs and projects; assist with use of the local area network and computer software. Essential
20 Faculty support: Work with faculty and adjuncts regarding room assignments, textbook orders and desk copies; proofread and format documents, type correspondence, proctor exams; assist with travel; order office supplies, and assist in use of software. Assist faculty in preparation and completion of paperwork; maintain and update academic advising material each semester. Support for faculty and advisory board meetings by arranging, scheduling, coordinating meetings, catered functions, special events, reserve rooms and equipment; may need to take advisory board meeting notes. Coordinate copy center, printing, mailroom support activities. Key operator for office equipment; coordinate maintenance and repair activity, when needed. Schedule and administer student evaluations each semester to meet university and faculty deadlines. Essential
20 Record maintenance: Update and maintain departmental calendar with dates and deadlines for academic and department events; develop and manage database systems to support academic programs and activities; prepare and secure electronic and confidential physical files for student, course and graduates; follow established procedures to archive files at appropriate intervals; monitor and update scheduling databases and departmental web site on a continuous basis with changes in academic or contact information; update and maintain course descriptions, and major requirements for department events and programs; prepare and type confidential correspondence to students; identify program graduates and update mailing list with current contact information using Microsoft Office (Excel, Word, etc.) for assessments and self-studies for departmental programs and for other program requirements in accordance to college or university policies and procedures. Essential
20 Student Services: Provide information regarding University and departmental program practices, policies and procedures. Serve as first point of contact for students, faculty and staff and provide cross support for other areas as needed. Respond to telephone, email and in-person inquiries about department and campus resources, program and graduation requirements, course availability, enrollment and registration. Verify accuracy and completeness of academic paperwork and follow procedure to route for appropriate signature approval(s); update and distribute faculty contact and advising information; assist students in use of departmental computer lab. Create, maintain and ensure security of confidential student records and course files. Communicate critical course and program changes to students via email and through departmental website. Identify program graduates and update student records. Essential
30 Academic Support: Provide comprehensive academic, administrative and project support. Process action items and assure fast and efficient flow of paperwork and communication for the department. Conduct research, and/or refer issues involving academic or grading problems to appropriate person. Work with key contacts in the Registrar''s Office, Admission, Advising/Testing etc. to resolve student issues. Maintain files, collect data, and prepare reports to support department programs and activities. Maintain and update the departmental website and take appropriate action to ensure material is accurate and up-to-date. Maintain and update the departmental Facebook account. Coordinate meetings and special events, to include scheduling facilities, document preparation, and making arrangements for catering. Create and distribute flyers and brochures advertising special programs, courses, workshops, and special events. Collect and maintain contact data for all department students and graduates from inception through the present. Maintain confidentiality and security of student and course files. Coordinate, administer and submit student evaluations and department scholarships according to internal policies and procedures. Maintain and update internal departmental procedures in response to new processes and policies.
Schedules & Catalogs: Work with faculty and other department contacts to compile course schedules; review and submit scheduling paperwork and textbook requests, adhering to set deadlines and procedures. Coordinate with the Office of the Registrar to resolve discrepancies or missing course information and/or classroom assignments. Review and submit changes to current department program, course and contact information for publication online, in the university catalog and phone directory. Assist in editing and proofing of curriculum paperwork; track and maintain electronic and physical files of curriculum changes. Create and maintain Access databases used to develop semester course offerings. Essential
Knowledge/Skills/Abilities:Knowledge and experience using database, spreadsheet and word processing software; ability to create reports for management using data gathered from various sources; web design and maintenance; and social media.
Proficient use of the English language with the ability to write clearly, concisely and knowledgeably; ability to maintain confidentiality, analyze situations and solve problems independently; and general office practices and customer service skills. Ability to function calmly and efficiently in stressful situations which require tact and diplomacy. Ability to interface with a diverse faculty and population.
Required Experience: Demonstrated knowledge and experience with use of databases, word processing, spreadsheet software, PowerPoint, and file management systems. Ability and experience handling multiple tasks with numerous time sensitive deadlines. Extensive customer service experience.
Previous experience in academic or administrative support field preferred.
Typical Education or Training: High school graduation and two years office/administrative experience, or an equivalent combination of training and experience.
Salary: Minimum $21.59/hour
The University of Alaska is an affirmative action/equal opportunity employer and educational institution. The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to non-discrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of non-discrimination available at www.alaska.edu/titleIXcompliance/nondiscrimination.
Advertised: Alaskan Standard Time 09 Feb 2018
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