Academic Operations Specialist

Manage the day-to-day academic operations of department related to the graduate and undergraduate degree programs, program curricula, and program accreditation, including managing online apps and documentation for undergraduate, M.S. and Ph.D. degree programs in Civil and Environmental Engineering. Steward students and faculty through all aspects of graduate program administration from admission to the program to the completion of the degree. This includes providing advisory, referral, and information services to students, faculty, and other university units involved with graduate studies.

Oversee all undergraduate activities including email listservs, distribution of advising folders, and assistance with degree audits and certifications. It also includes course scheduling for entire department, student schedule adjustments and registration permissions, submission of curriculum changes to the University Senate through the Dean's Office, and coordination of course evaluations at the end of each semester.

Serve as office/operations manager for the CEE department including supervising student workers, providing classroom support; arranging receptions for the institutes; overseeing equipment, space, and furniture matters; coordinating mailings; and providing support and back up to the Budget Manager.

Qualifications

• College degree, or equivalent combination of education and 4 or more years of administrative experience in an academic environment.

• Knowledge of university procedures and policies preferred.

Job Specific Qualifications

• The ability for oral and written communication, attention to detail, ability to work independently, organization and time management, discernment and judgment with sensitive materials/information, ability to interact with a diverse student and faculty population, adaptability; collaboration with the university administration, and other academic units on campus.

Responsibilities

• Academic operations management responsibilities include graduate admissions processing; Research/Teaching Assistant appointments; Fellowship nominations; maintenance of student records and email listservs; advisor assignments; revisions of graduate handbook; organization/scheduling of graduate student orientation and M.S. project presentations; forms processing (Programs of Study, Certification of Full-time Status, Add/Drop, Petitions to Faculty, Proposals for Independent Study, Request for Examination); and certification of non-thesis M.S. degrees. For international students, facilitate the processing of Optional Practical Training (OPT) and Curricular Practical Training (CPT) requests, and F-1 Visa Extensions. Required to work in coordination with the Graduate Program Directors and Chair on all Middle States accreditation-related matters.

• Academic operations management responsibilities also include overseeing and handling undergraduate activities includes providing program curricula support including semester-by-semester course scheduling for entire department, room reservations for classes, registration permissions, schedule adjustments, submission of curriculum changes to the University Senate through the Dean's Office. Coordination of course evaluations at the end of each semester.
  
  Undergraduate program support maintenance of email listservs, distribution of advising folders, and assistance with degree audits and certifications. Coordination of course evaluations at the end of each semester. Required to work in coordination with the Undergraduate Program Directors and Chair on all ABET and accreditation-related matters.

• Office/operational managerial duties including supervising work-study students, providing classroom support; arranging receptions for the department; managing department wide listservs; tracking office keys; overseeing equipment, space, and furniture matters; maintaining contact lists, maps, directories, and databases for the department; maintaining office supplies inventory; coordinating mailings. Assist with events; room reservations, arrange travel, place food orders, prep conference materials and a variety of projects across the year.
  
  Space and furniture oversight: Coordinating office moves, repairs, cleaning, keys. Monitoring kitchen supplies and cleanliness and enlisting custodial staff in keeping the department looking professional. Manage Keys, assign graduate desks.

• Provide backup support to Budget Manager for procurement and ePro Procard ordering as necessary. Help facilitate JPMC reconciliations. Supplies inventory and orders for office and kitchen supplies.

• Other office managerial duties include answering phones, fielding calls, greeting, and assisting incoming students, faculty, and visitors. Photocopying, scanning, and posting teaching materials.
  
  Updating web content. Managing mailings, sorting, and distributing incoming mail.

• Other duties as assigned.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.