Student Program Assistant

Program Assistant 4, Student Program Assistant

Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events. Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable:
Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.

The Program Assistant 4, Student Program Assistant, coordinates academic and administrative processes related to the conduct of Electrical & Computer Engineering (ECE) graduate programs and student services. Guides students through admissions process; advise students of program requirements; maintain student records; coordinate events; coordinates content maintenance of web pages and databases. Supports the Graduate and Undergraduate Chairs and programs, which includes classroom requests, distribution of permission numbers, and tracking student milestones while at the university.

Works with faculty members to determine course schedules.

Specific Responsibilities:

• Documents & Databases:
  Prepares & compiles correspondence, reports, etc. Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
• Coordination:
  Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc. Sets-up & cancels meetings based on knowledge of subject & attendees. Coordinates large scale &/or complex events.
• Contacts:
  Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information. Responds to unanticipated & complex issues.
• Student Services:
  Coordinates student recruitment & admissions process. Reviews & prioritizes applications. Refers students to appropriate resources. Counsels students regarding alternatives for course requirements. Participates in evaluation of program & curriculum planning. Recommends & implements administrative & procedural changes.
• Miscellaneous:
  Perform other duties as assigned

Minimum Qualifications:

• A high school diploma or equivalent required.
• 5 years of administrative support or other relevant experience required.

Minimum

Competencies:

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
• Excellent organization skills; able to work independently with minimal supervision; results-oriented.
• Ability to complete a multitude of simultaneous tasks and keep them organized.
• Outstanding communication skills and dedication to great customer service.
• Ability to identify opportunities to improve existing practices; willingness to explore alternatives; adaptability.
• Strong interpersonal skills and strong sense of diplomacy.
• Service oriented
• Proactive
• Responsible

Preferred Qualifications:

• Bachelor's Degree
• Strong computer skills:
  Excel, word processing, google documents, and presentations.
• Ability to troubleshoot, problem solve, multitask and prioritize work assignments.
• Ability to maintain strictest standards regarding confidentiality of all student information with dissemination only to authorized recipients.
• Must be able to meet strict deadlines and work independently; must be able to demonstrate initiative.
• Comfortable working in a fast-paced work environment.
• Experience in higher education setting working with high-achievers
• Project management experience in a non-profit or higher education setting

Preferred

Competencies:

• Experience with university administrative systems.