Academic Program Specialist
Position Summary
Assist in the administration of the Zimmerman School graduate programs. Provide support for Zimmerman School full-time and adjunct faculty, course scheduling, internships, scholarships, space planning and file maintenance. Assist with office duties, events and meetings.
Starting Salary: $40,000 ($19.23 per hour) - non-negotiable at this time
Graduate Program Responsibilities
- Support the Director of Graduate Programs and Research in administration of the graduate programs.
- Assist prospective students with admission questions, providing detailed information about the graduate programs and entrance requirements.
- Maintain and process applications and admission files for Graduate Committee review.
- Correspond with candidate regarding admission decisions.
- Communicate with graduate students about academic program requirements, course requirements, prerequisites and course enrollments.
- Process course permits, maintain student files and records, conduct graduate checks and certify students for graduation.
- Notify students regarding issues related to academic standing (e.g., substandard grades).
- Assistant students with forms required for progression and graduation.
- Coordinate new student and graduate student orientations and assist with other events and meetings.
- Assist in hiring graduate assistants and processing evaluations.
- Maintain graduate student handbook and alumni database.
- Maintain graduate records in digital files. Maintain and update directories, webpages, email lists, checklists, etc.
- Prepare reports as required. Collaborate with ZAP program staff in MUMA on accelerated master's program.
- Assist with graduate student recruiting and marketing.
- Prepare reports as needed.
School-wide Responsibilities
- Unlock (8:00 a.m.) and lock (5:00 p.m.) office, classrooms and labs daily.
- Input and update undergraduate and graduate course schedule in BANNER.
- Maintain spreadsheet schedule of ZSAMC classes.
- Provide support for adjunct faculty (e.g., hiring process, teaching resources).
- Provide support for hiring, onboarding and credentialing faculty and staff.
- Enter internship permits as required by Internship Director.
- Assist with scholarship process, including announcements and application reviews.
- Provide support for recruiting and marketing, events and meetings (e.g., planning, preparing materials, setting up, invitations, taking minutes).
- Provide support for annual awards banquet.
- Facilitate and support faculty in completing book orders and submitting midterm and final grades.
- Assist in scheduling classrooms and space for classes, student group meetings, special events, etc.
- Assist in ordering keys and providing building access for faculty and staff as needed.
- Serve as contact and provide support for student groups.
- Collect and file course syllabi. Facilitate FERPA compliance. (e.g., request and file student forms).
- Assist in maintaining digital school files.
- Perform clerical duties as needed (e.g., answering office phone, copying, posting information, processing mail, posting lab and conference room calendars).
- Assist Academic Services Administrator and School Director as needed.
Perform additional duties as assigned.
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