"Academic Affairs Specialist II"

Job Description

Primary Purpose:
The primary purpose of this position is to support the Office of Academic Affairs by managing student academic records, academic data reporting, registration and graduation audits, and academic scheduling systems. The role ensures accurate data maintenance, supports advising and academic standards processes, maintains compliance with FERPA and HIPAA, and provides administrative and operational support to faculty, students, and academic leadership.

Essential Functions:

• Supports Office of Academic Affairs (OAA) operations, including reconciliations; creation and maintenance of listservs; maintenance of standardized OAA letter templates by term; processing student petitions, course overrides; updating the student handbook; and supporting faculty development events.
• Assists in maintaining academic scheduling and room data in the Event Management System (EMS).
• Maintains and updates student rosters, including changes to student status, expected graduation year, grades, and other academic records.
• Prepares and maintains student grade reports; issues early alert notifications; and schedules meetings with the Associate Dean as needed.
• Conducts course registration, progression, and commencement audits.
• Prepares academic plans and reports for modified progressors; maintains lists of students awaiting remediation or deferred disqualification; and supports the needs of the Academic Standards Committee (ASC), Registrar, Financial Aid, and Student Accounts offices.
• Collects and analyzes student data from Argos, Banner, and other databases at the end of each term; prepares and maintains tracking reports for D and F grades, modified progressors, leaves of absence (LOA), withdrawals, status changes, and academic progression.
• Assists with the assignment of PharmD advisees to faculty advisors and updates assignments in Banner.
• Maintains and follows standard operating procedures in accordance with position requirements.
• Ensures compliance with FERPA and HIPAA regulations in the handling of confidential student information.
• Cross-trains and provides backup support for other office functions as needed.
• Performs other duties as assigned or requested.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Minimum Qualifications:

• Bachelor's degree or two (2) years of full-time experience in the same or similar position is equal to one (1) year of completed post high school education coursework.
• Two (2) years of work experience in academic programs/administrative coordination.

Preferred Qualifications:

• Advanced proficiency in Microsoft Office Suite with strong Excel skills.
• Three (3) years of work experience in academic programs/administrative coordination.
• Experience with data analytics and reporting tools (e.g., Argos, Tableau, Power BI, or similar platforms). database management, event, and/or scheduling software.
• Ability to analyze, organize, and prioritize tasks, with solid organizational and communication skills.
• Service oriented and have strong interpersonal skills: willingness and ability to work well with others; work as a collaborative team member, share ideas, knowledge, and information with others using effective verbal, written, and electronic communication skills
• FERPA Training or Certification.
• Familiarity with academic program policies and procedures in higher education.
• Ability to work independently, asking for guidance when appropriate.
• Ability to adapt to new and changing technology, policies, and procedures; willingness and ability to learn other computer programs.
• Ability to interpret and communicate policies and procedures to a variety of constituents.
• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements:
The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Duties require extended periods of sitting and repetitive hand/wrist motion while using a computer keyboard and phone. Frequent walking, standing, and simple grasping. Occasional climbing stairs, walking across campus, stooping, and reaching. Constant communication using both spoken and written means. May be required to lift up to 25 lbs.

Work Environment/Work Week/Travel:
Work is performed in a standard office environment during standard business hours, 8 a.m. - 5 p.m. Monday - Friday. Additional hours may be required to meet business needs or deadlines.

No Visa Sponsorship: This position is not eligible for visa sponsorship now or in the future.

Hiring Range: $26.50 - $28.00 per hour. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate's qualifications, internal equity, as well as market and organizational considerations when extending an offer.

Background Check Statement:
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

AB 810 Misconduct Disclosure Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals related to sexual harassment or misconduct within the past seven years.