Coordinator of Academic Support and Instruction
Apply now Job no: 518226
Classification:Administrative Specialist 3
Work type: Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Community and Technical College
Categories: Business/Accounting/Finance, Academic Advising/Support
UAF's Community and Technical College is looking for a motivated and innovative Coordinator of Academic Support and Instruction. The successful candidate will, working alongside the Associate Dean of Academics, provide leadership in planning, coordinating, developing, implementing and evaluating CTC's general academic and recreation programs. This position is crucial to the programs offered through CTC as part of our education and workforce development team.
If you think you're the person we're looking for please apply immediately, applicant reviews are underway. Don't miss this exciting opportunity to be part of the CTC team, making a difference in people's lives through education!
10% OFFICE SUPPORT
Act as liaison with other areas of CTC, to include Student Services, Fiscal Office, Human Resources and IT Services. Facilitate connections between adjunct faculty and central support services available within CTC (e.g. IT Services, Human Resources, Student Services).
Use Lenel On Guard system to manage building/room swipe card access.
Identify work order needs and follow established CTC procedures to submit work orders. Plan, secure location, procure food and supplies, send invites, and provide minutes for meetings when necessary. Develop and carry out an efficient documentation and filing system for both paper and electronic records. Essential
15% BUDGET MAINTENANCE, PURCHASING/RECEIVING
Keep CTC Dean, Associate Dean and CTC fiscal office up-to-date on the status of departmental accounts. Track and analyze expenditures to understand the costs of program(s) to help prepare budgets for efficiency while adequately supplying the needs of the program(s). Responsible for all purchases instructional and operational needs.
Maintain, verify and reconcile ProCard statements to departmental soft ledgers for CTC fiscal office approval.
Research charges, contact vendors to correct errors, initiate JVs when needed and submit to CTC fiscal office for approval.
Analyze financial records and supporting documentation to compile financial information, provide budget status reports and track current and historical budget and expenditure data. Assist in budget development and program planning.
Verify purchases with program faculty prior to ordering.
Ensure compliance with UA and CTC purchasing policies.
Manage all cash, credit card payments, and checks according to UA Policies.
Maintain inventory of instructional and office supplies.
Responsible for all purchases instructional and operational needs.
Act as departmental expediter for obtaining goods from local vendors as needed. Receive, review and verify deliveries of all supplies, materials and equipment. Review and audit invoices.
Enter purchase requisitions, blanket purchase orders, etc., with appropriate backup paperwork on Banner and prepare and track limited purchase orders in coordination with CTC fiscal office.
Manage ProCard receipts, reconcile in a timely manner and provide reports to CTC fiscal office with receipts and copies of log by monthly deadline. Essential
15% TITLE IX PRACTICUM/INTERNSHIP REPORTING
Create or generate Title IX guides for students and site supervisors participating in practicums or internships or other activities requiring hands-on learning in a non-UAF facility.
Oversight of preparation and processing of Memorandum of Agreements for the various non-UAF facilities serving as internship and practicum sites for CTC programs/students.
Ensure that Title IX guides and Memorandum of Agreements are delivered and fully explained to the agencies or non-UAF facilities where students are working.
Report the Who, What, Where, When and how these guides were distributed to students and non-UAF facilities and enter information onto the UAF Provost’s website. Essential
20% CURRICULUM MANAGEMENT AND SUPPORT
Serve as the primary point of contact for processes related to CTC curriculum development. Responsible for communicating and interpreting information about program curriculum when required. Assist CTC Dean and Associate Dean in preparing reports; (e.g. program review, outcomes assessment) and curriculum proposals (e.g. new courses, major/minor course changes, program changes). Coordinate and collect student enrollment statistics and compile them into reports on the program; prepare and submit narrative and statistical reports as requested by Dean and Associate Dean.
Assist Associate Dean in annual review of UAF Catalog, CourseLeaf workflows, and CourseLeaf program coordinator contacts. Assist CTC Dean and Associate Dean in supporting the program review process and collection of student learning outcomes assessment (SLOA) plans and summaries for CTC programs. Ensure CTC course evaluation summary reports from Blue Evaluation Systems are accessible in CTC online repository.
Manage instructor approval requests and special topics course approval processes for CTC courses offered through UAF rural campuses. Communicate CourseLeaf deadlines and supporting faculty in the use of CourseLeaf. Provide support to CTC’s Academic Council chair, monitor and track curriculum under review in CourseLeaf and assist in the planning, scheduling, communication and documentation of council meetings.
Manage syllabi collection from faculty each semester to include upload to CTC online repository, and assist in syllabi development as needed. Collect, organize and retain documents, reports, and other program information relevant to CTC program operations. (e.g. approved curriculum, course syllabi, program protocols/procedures, program data, accreditation information/contacts, current textbooks in use, specialized program equipment). Keep all pertinent information and records for accreditation, if applicable.
File/query documents in OnBase & CourseLeaf, export Banner reports and format into Word and/or Excel. Use multiple Banner screens and TOAD for researching student and financial platforms. Essential
40% FACULTY SERVICES & ACADEMIC PROGRAM MANAGEMENT
Exercise leadership in carrying out CTC's strategic plan, including support for innovative teaching and learning strategies. Serve as principal coordinator for comprehensive educational outreach efforts. Speak before interested agencies and groups to disseminate information about the project; school fairs; represent the program at meetings, seminars, and conferences, etc. Supervise, direct, or lead employees in support of specialized projects.
Plan, direct and coordinate the activities, operations, programs, and assessments of instructional programs; ensure that appropriate courses, programs of study, and career pathways are provided within the general academic and recreation course offerings. Participate in a variety of administrative, board, and other meetings; conduct program faculty meetings; facilitate advisory committees. Coordinate the development, implementation, and assessment of the general academic and recreation programs with related educational outreach activities of these programs. Assist with program reviews and ongoing assessment for academic and recreation programs.
Promote cooperative relationships with the university community, secondary-level education institutions, general public, and regional agencies as appropriate.
Adhere to occupational safety and health standards in accordance with regulatory boards.
Implement new programs/course/and projects, both individually and in conjunction with university and other educational and community institutions.
Lead the coordination effort of CTC dual enrollment course offerings. Works with FNSBSD to identify potential instructors for high school/UA dual credit classes (currently coordinating 10 classes between 5 different schools, 55 students for Spring 2020).
Develop a course schedule that both meets enrollment targets and enables students to complete their programs. Coordinate classroom scheduling and proposed course offerings at various UAF locations for CTC General Academic Program and Recreation Program courses. Prepare paperwork for course changes, addition to schedules, and cancellations as necessary to meet deadlines. Schedule all the CTC General Academic Program and Recreation Program classes each semester, (approximately 140 classes, 70 adjuncts, 1450 students, 20 programs Spring 2020). Research new textbook editions, prepare textbook orders, and order desk copies for faculty.
Either independently or in-conjunction with the Associate Dean of Academics conduct all adjunct applicant vetting. Develop and maintain a list of qualified available adjunct instructors for CTC General Academic Program and Recreation Program.
Identify, elect and obtain required UAF departmental approvals for adjuncts being considered to teach General Academic courses. Serve as point of contact for CTC technical program approvals for CRCD campuses requesting to offer CTC program courses. Manage database information for CTC human resources office to hire adjunct faculty, program assistants and student employees.
Provide on-going mentorship to CTC adjunct faculty including: demonstrating best practices in teaching; ensuring quality syllabi are provided to students; and review adjunct SOI.
Take a lead role in communicating semester deadlines to adjunct faculty (e.g. grade roster corrections, freshman grade reports, final grade submission deadlines). Assist with the process to address student concerns relating to grading and/or administrative appeals. Follow and carry out established processes to support student evaluations of instruction and retain departmental copy of statistics/data for instructors.
Meet, assist and direct students, faculty, staff and visitors regarding CTC programs.
Advise students on the admission and registration processes, to include math and writing placement exams, and interpret placement scores. Using DegreeWorks, further advise on degree and general education requirements.
Exercise discretion and ensure confidentiality regarding FERPA and sensitive issues. Essential
The successful candidate will be able to: analyze and resolve significant problems, analyze multiple components or conflicting issues, apply broad understanding, interpret and apply complex rules and regulations; identify new services and opportunities for process improvement; plan and direct activities/functions for multiple operations, programs or projects; independently evaluate and apply broad understanding of program, organization, system and client needs to meet those needs within the assigned area; serve as a specialist or expert resource; serve as a strategic advisor. This position works under administrative supervision.
- Demonstrated ability to develop and implement training in program planning, implementation, and curriculum design.
- Demonstrated ability to coordinate work of others and manage a cost recovery (self support) budget effectively. - Ability to analyze, interpret, and assess academic data and outcomes. - Knowledge of student assistance and retention strategies, programs and techniques. - Ability to work independently; determine priorities and meet deadlines; work cooperatively with a wide variety of people; work well under pressure. - Excellent communication skills, both verbal and written. - Ability to analyze situations with a high degree of independence. - Must be able to maintain confidentiality at all times.
- A minimum of three years of work experience in student recruitment, university admissions, public relations, marketing, sales, communication, education, counseling or related experience.
- Two years progressively responsible management experience in a post-secondary institution. - Project coordination or management experience. - Experience in planning, contracting, and delivering workforce training or community education, preferred. - Experience with BANNER, Blackboard, DegreeWorks, CourseLeaf, UAOnline, preferred. - Knowledge of university admissions policies /procedures and military programs and opportunities, preferred.
REQUIRED EDUCATION OR TRAINING:
- Associate’s degree, or an equivalent combination of training and experience. Bachelor's degree preferred.
- Three years college coursework and three years progressively responsible experience related to the program specialty, or an equivalent combination of training and experience.
UAF CTC offers 40 associate degrees, certificates, and occupational endorsements at 9 locations throughout Fairbanks and the Tanana Valley of Interior Alaska. UAF CTC is responsive to local and regional vocational and technical training needs, and focuses on workforce development to meet the needs of the region and the state. UAF CTC's programs also provide students with the academic framework to help them achieve their higher education goals, whether it is to complete an associate of arts degree or transfer to a baccalaureate program.
In addition, UAF CTC provides career training and development opportunities through workforce development and professional development programs. Staff and faculty have forged close ties with businesses and local agencies, enhancing instruction and increasing job placements. UAF CTC employs a diverse population of approximately 30 full-time faculty and 300 adjunct faculty who are represented by two unions and a staff of about 30. Approximately 3300 students attend UAF CTC. They are culturally diverse and include many non-traditional students and students from the military community.
Please attach the following to complete your application: -Resume -Cover letter detailing qualifications for this position -3 professional employment references to include names, professional relationship, address and contact phone number.
This is a full-time, 10-month, exempt staff position complete with both a competitive salary and
full employee benefits package. New hires will be placed on the UA salary schedule, Grade 79, based on education and experience. Initial application review began on November 8, 2021. This recruitment is open until filled.
Reasonable Accommodation Statement:
The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.
Affirmative Action Statement:
UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual:
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.
Public Disclosure Statement:
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
University of Alaska is a Drug-Free Workplace. University of Alaska campuses are Tobacco-Free.
It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA.
If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.
Advertised: Alaskan Daylight Time 25 Oct 2021
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