Undergraduate Affairs Administrator

Undergraduate Affairs Administrator

The Undergraduate Affairs Administrator is responsible for the administrative aspects of day-to-day operations of the department's undergraduate programs. Provides operational support, project management and program planning in service to faculty, students, and staff. Collaborates with faculty and staff in the department, Dean's office, and in the College to ensure that the operations of the Undergraduate program are effectively run. The position serves under the guidance of the Director of Undergraduate Studies and the direct supervision of the Department Administrator.

Responsibilities include:

• Organizing and executing the day-to-day administrative activities for the department's undergraduate programs, providing support to the faculty Director of Undergraduate Studies.
• Representing the department by attending meetings with College Advisors, including regular meetings with liaison in Advising Office, and the PSCD Master as needed.
• Providing support to Instructors and Teaching Assistants for course related matters.
• Serving as primary contact for incoming undergraduate petitions.
• Overseeing student progress toward completion of program requirements; advising undergraduate students about deadlines and coursework requirements.
• Monitoring student progress towards graduation requirements by regularly reviewing student transcripts in the Winter Quarter and Summer Quarter to ensure that students are on track to graduate.
• Working on behalf of the chair to monitor missing grades and follow up with faculty who have not submitted grades each quarter.
• Organizing logistics for undergraduate events, including, Geo Union events, Undergraduate Research Expo, and program information sessions. Representing department at undergraduate orientation and open house events.
• Managing the student registration process; troubleshooting and resolving any enrollment issues.
• Sending out exit interviews for graduating students, compiling and analyzing responses.
• Assisting faculty with enrollment for Phy Sci core classes.
• Maintaining and updating the College Catalog on behalf of the department; compiling and posting list of undergraduate courses on offer each year.
• Collaborating with the department chair and graduate student affairs administrator to manage the academic year course schedule for undergraduate & graduate student courses.
• Collaborating with the curriculum committee to create new courses in CIM.
• Assisting faculty in submitting funds requests from the PSCD for upgrades to instruction spaces and materials.
• Maintaining and organizing the department teaching collections and equipment.
• Assisting with classroom or technology requests, including assisting faculty with Canvas page support when requested.
• Troubleshooting problems with teaching room AV, such as projectors, and reporting to AVS as needed.
• Coordinating exam rooms; arranging room/time for students granted accommodations by the Student disability office and when changes need to be made after Registrar exam schedule is released.
• Coordinating with faculty to purchase teaching and lab materials.
• Managing access to teaching labs, resetting and distributing door codes quarterly.
• Organizing the logistics of departmental field trips and fieldwork, assisting with rental car and flight reservations, booking lodging, assisting with reimbursements related to field trips and field work.
• Overseeing department field vehicle; registering new drivers with risk management, handling vehicle reservation process, updating vehicle registration, and scheduling oil changes and vehicle service as needed.
• Compiling course evaluations for hiring and promotion cases as needed and TA course evaluations as needed.
• Assisting in handling student, faculty, staff, and visitors complaints/issues.
• Serving as the department liaison with the Registrar Office, textbook publishers, campus libraries, bookstore.
• Gathering and analyzing data concerning program performance, and writing reports. Monitoring program budgets.
• May review work of and serve as a resource to program support staff and program instructors.
• Performs other related work as needed.

Minimum Qualifications include a college or university degree in related field and knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Preferred Qualifications include a degree in Earth and Planetary Sciences, Environmental Science, related fields, or other STEM field, working in an academic or educational setting, working in a…