Academic Services Administrator
Organizational Summary:
The Department of English is one of the largest academic departments in the University. We offer three undergraduate degree programs, two Master's programs, an MFA program, and two PhD programs. Our First Year Composition program serves over 5,500 students per year. We run over 400 sections of courses each semester, employing 166 teaching staff (regular faculty, visiting faculty, adjuncts, and TA's). We generate more SCH than almost any other academic unit in the university. Our faculty members are active scholars and researchers; hold editorships of journals; sit on numerous department, college, university, and professional association committees and councils; and are committed teachers. The department sponsors an annual award ceremonies and brings in speakers at least monthly. The department, as a whole, is striving to achieve excellence and assist the university in meeting its goals.
Position Summary:
An Academic Services Administrator is responsible for the administration of a specific academic program, project, service, or function to include academic program planning, implementation and evaluation. This job performs administrative functions directly related to academic instruction. The position performs various functions that are vital to the department's administrative services.
Responsibilities
- Develop the semesterly course schedule for First-Year Composition, undergraduate, and distance learning courses for TPA, SAR, and STP campuses.
- Coordinate space requirements and classroom logistics as needed to ensure seamless delivery of instruction.
- Anticipates and resolves scheduling problems which may delay students' registration and enrollment.
- Assist with and coordinate the recruitment of adjunct faculty,VAPIs, faculty, FWS and Assistant Professors of Instruction.
- Schedule Graduate Assistants, Adjuncts, Assistant Professors of Instruction, Faculty and other personnel and/or subjects required to meet instructional requirements.
- Train new staff with operational processes, software access, software usage.
- Create and manage departmental informational handbook (points of contact, departmental deadlines, departmental documents) utilized by fellow staff members.
- Write reports and prepare presentations about the academic program, instructional activity, program planning, etc.
- Serves as liaison on behalf of the college with university administrative officers, faculty, staff and students regarding the interpretation and implementation of university and college policies and procedures relating to scheduling and course fulfillment.
- Manages departments technological needs, including TEAMS oversight, and trouble-shooting.
- Provides training materials for faculty, graduate assistants and adjuncts on various computer-based programs.
- Serves on Visiting Assistant Professor of Instruction, Assistant Professor of Instruction and Faculty hiring committee.
- Enters scheduling assignments for all undergraduate courses into Banner.
- Manages course assignment changes in Banner (based on students' needs).
- Maintains internal scheduling database.
- Disseminates course assignment notices to all undergraduate instructors/professors.
- Prepares budgetary reports.
- Tracks expenditures and supports purchasing requirements for the department.
- Initiates BFSS request (travel, maintenance contracts, honorariums, software, etc), includes confirming budget, tracking payment process and ensuring department adheres to expense practices within compliance.
- Provides grant proposal resources and assist with fund establishment paperwork.
- Oversees USFWrites funds, prepares budget transfers and reconciles USFWrites account.
- Reviews and confirms biweekly workforce for payroll purposes.
- Collaborates with staff members in peer-mentoring and cross-training.
- Prepares and submits payroll distribution spreadsheet.
- Creates Qualtrics surveys (annual activity surveys, T&P surveys, scheduling surveys) and provides statistical results to department chair and assistant to the chair.
- Analyze quantitative and qualitative data to produce reports for internal and external use.
- Performs specialized administrative duties for the First Year Composition Program.
- Coordinates logistical support for faculty meetings, seminars, and department events.
- Schedules maintenance and repairs to the department facilities.
- Supplies department with needed/required supplies.
- Perform other duties as assigned by the department.
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