"Academic Specialist"

Main Campus, Oklahoma City, Oklahoma, United States

 Schools and Colleges

 Regular Full-Time Staff

 Opening at: Aug 8 2024 at 09:00 CDT

VP Area: Music School

Department: Music School

FLSA Status: Non-Exempt

Benefit Eligibility: Yes

Position Summary:

The academic specialist will provide academic and administrative support for the Dean and Associate Deans of the Bass School of Music and School of Theatre.

The specialist reports to the Associate Dean of the Bass School of Music and works closely with the Dean, administrators, faculty, students, staff, guests, visitors, and friends of the university.

Minimum Qualifications:

• A minimum of three years of successful administrative support is required.
• Preference given to candidates with music or theatre backgrounds and/or experience within higher education or academic environments.

Job Duties:

Demonstrate an attitude and behavior that reflects the mission and values of the university and the Bass School of Music and School of Theatre.

Academic Support:

• Facilitate faculty evaluation process each semester for music and theatre.
• Provide support and record-keeping for the Promotion and Tenure process and the Schools’ P&T committees.
• Provide academic support for the graduate coordinator.
• Compile data and file accreditation reports including HEADS reports. Coordinate Program Review and University Assessment reports.
• Collect faculty Syllabi and Schedules to comply with accreditors.
• Collect and maintain curricular changes for Catalog edits; oversee Course Schedule development with student services.

Administrative Support:

• Maintain School of Music and School of Theatre files, including confidential personnel files.
• Assist the Associate Deans and faculty search committee chairs in the search process (schedule committee meetings, meals, communicate with candidates).
• Prepare error-free correspondence, reports, memos, faculty meeting agendas and minutes, and other necessary documents.
• Provide administrative support to the Dean and Associate Deans; schedule appointments and meetings for the Associate Deans. Answer incoming phone calls when the reception desk not covered by student workers.
• Website content coordinator. Administer and assist with special projects as assigned. 

Knowledge, Skills and Abilities:

• Must be proficient in Microsoft word, excel, and Filemaker Pro.
• Must possess excellent customer service skills and meet the public well.
• Must be organized, a self-starter, and be able to multi-task.
• Must possess excellent oral and written communication skills.
• Must be able to work independently with specific and detailed instructions.
• Ability to acquire new technologies quickly.

Physical Demands and Working Conditions:

• Work is primarily indoors, but requires the incumbent to be in an outdoor environment when traveling between campus buildings or off campus.
• Standard office hours are 8:00 a.m. to 5:00 p.m., however, after-hours work may be required at peak times. Occasionally, attendance at evening and weekend events is required.
• Incumbent will be exposed to frequent noise caused by telephones and office machines.