FLSA Status: Non-Exempt
Salary: $16.17/per hour
Job Summary:
The Academic Program Specialist is responsible for providing support for curricular initiatives and policies; serving as the Graduate Admissions coordinator for the Department; developing and maintaining public presence of the college Department through external and internal marketing and using social media, the Departmental webpage, and other media outlets.
Duties and Essential Job Functions:
Facilitates program objectives for the Department by providing support for curricular initiatives and policies. Develops and maintains public presence of the Department through internal and external marketing that will require local and overnight out-of-town travel.
Reports to the Department Chair on administering graduate program policies and department curriculum activity.
Provides administrative support for the Department Chair by taking/distributing minutes during meetings; manages flow of documents during the curriculum development process by maintaining a data base to track changes and status of curriculum proposals.
Acts as the point of contact for graduate admissions by educating current and prospective students about admission policies and procedures; guiding prospective graduate students through the admissions process, maintaining application files, gathering information on graduate inquiries and maintaining databases for mailings and communications; facilitating financial aid awards and human resource documents for financial aid delivery for graduate students; providing secondary advising support for graduate students.
Manages and maintains correspondence, including but not limited to incoming/outgoing mail, faxes, and general department emails.
Coordinates graduate program activities including but not limited to: student and adjunct orientations and the annual hooding ceremony, by securing speakers, making guest travel arrangements, choosing menus/purchasing food, reserving facilities & AV equipment, ordering decorations, preparing agendas, programs and taking minutes.
Facilitates completion of graduate student assistant (GRA) hiring process.
Coordinates logistical aspects of faculty searches (hotel, meals, conference room reservations, transportation, etc.).
Contributes to professional environment for Department constituents by preparing degree plans for the Assistant to the Dean; serving as primary back-up for front desk operations in the Department's office and knowing key office functions to provide customer service including knowledge of other university programs.
Monitors and maintains the departmental budget by gathering and submitting information, scheduling expenditures, reconciling accounts; facilitating purchases for the maintenance of operations; reading, routing and answering correspondence; collecting, maintaining and prioritizing information; generating regular and ad hoc reports, communicating with Department Chair and other staff members regarding work flow.
Completes special projects by creating and updating Department web content minimally each semester; producing and editing publications; working collaboratively with departmental web liaison to ensure timely and relevant content per Department initiatives.
Maintains staff confidence and protects operations by keeping information & documents confidential and secure. Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks.
Develops, validates & updates procedural and event coordination documentation annually. Routinely coordinates cross-training activities with the administrative assistant.
Performs other related duties as assigned.
Job Requirements:
Required Education and Experience:
- Bachelors' degree or equivalent in experience.
- 2 years' of program management experience.
Preferred Licensure/Certification/Specialized Training:
- WordPress is a plus
Knowledge, Skills & Abilities:
- Knowledge of customer services techniques.
- Knowledge of basic accounting practices.
- Knowledge of strong people and organizational techniques.
- Knowledge of interpersonal communication techniques.
- Knowledge of department specific computer software.
- Knowledge of curriculum and degree requirements.
- Knowledge of university programs.
- Knowledge of research techniques.
- Skilled in some or all components of Microsoft Office.
- Skill in being attentive to details with an eye toward accuracy.
- Ability to work effectively with a wide range of constituencies in a diverse community.
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Ability to be discrete in handling confidential matters, while complying with privacy regulations.
- Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
- Ability to balance multiple projects simultaneously.
- Ability to assume administrative functions and make independent decisions regarding daily activities.
- Ability to write and edit standard reports, business correspondence, and procedure manuals with proper grammar and punctuation.
- Ability to evaluate and make recommendations to improve operations.
Physical Requirements (With or Without Accommodations):
- Visual acuity to read information from computer screens, forms and other printed materials and information.
- Able to speak (enunciate) clearly in conversation and general communication.
- Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
- Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
- Lifting and moving objects and equipment up to 30 lbs.
Work Environment:
- Work is indoors and sedentary but will also include travel to off-campus locations such as professional conferences, college exhibitions, visits to other colleges and/or universities, etc.
- Work is subject to schedule changes and/or variable work hours.
- There are no harmful environmental conditions present for this job.
- The noise level in this work environment is usually moderate.
As an AA/EEO employer, TCU recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law.
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