Academic Program Specialist

Job Title

Administrative Coordinator for Graduate and Undergraduate Programs

The Department of Sociology has four academic degree programs: B.A. in Sociology; B.A. in Interdisciplinary Social Sciences (ISS), M.A. in Sociology; and Ph.D. in Sociology. Through these programs, we prepare students to succeed in an increasingly diverse world that demands skills in communication, leadership, problem solving, critical and analytical reasoning, methodological thinking, statistical analysis, and multicultural and global understanding. These skill sets align exceedingly well with the skills that 21st century employers value and seek.

This position provides administrative coordination for graduate and undergraduate programs and works closely with Faculty Administrators on matters related to course management and enrollment. Supports student administration by processing course permits, maintaining graduate student files and records, submitting tuition waivers, and coordinating dissertation, thesis, and petition forms. Supports department administration through processing travel, supply inventory, and purchasing.

Academic Administration

• Compiles and tracks course enrollment numbers across campuses to assist faculty administrators in creating efficient and equitable schedules and conducting graduation checks.
• Collaborates with the Associate Chair in preparing course schedules.
• Opens, cancels, and edits courses in Banner/OASIS, creating/editing a spreadsheet of the department’s course schedule, and checking to verify that appropriate rooms are assigned for each course.
• Corresponds with Academic Space Planning & Assignment regarding room assignments, change of room assignments, and processing Large Capacity, Special Needs & Variance requests, etc.
• Enters and maintains course information; issues course permits to graduate and undergraduate students; distributes and processes department course evaluations, disseminates results to graduate student and adjunct instructors, and maintains those records; maintains a database of department course syllabi; acts as a liaison to other university departments for cross-listed courses; acts as a liaison to Academic Space and Course Management and the Registrar's Office.
• Reminds faculty and graduate student instructors of the deadlines for submitting textbook orders, midterm e-Grades, and final course grades.

Graduate Program Administration

• Assists in providing administrative services to graduate students through preparation of appointment papers, tuition waivers, processing course permits, and fulfilling other student-related administrative requirements.
• Supports department or college recruitment and admissions process. May be responsible for administration of a direct admission graduate program. Prepares correspondence and mailings to applicants and prospects, maintains applicant records, and organizes information for review by faculty.
• Facilitates completion and delivery of the various forms for graduate program support including, MA Thesis Committee Appointment Forms, Doctoral Specialty Area Committee forms for Portfolio of Competencies, Doctoral Dissertation Committee Appointment Forms, Committee Change Form, Request for Doctoral Dissertation Defense Form, Defense Announcement Flyers, Successful Defense Forms, Advancement to Candidacy Forms.
• Attends necessary meetings (i.e. scheduler’s meetings, Office of Graduate Studies Brown Bag meetings, etc.)
• Updates ASA Guide graduate department listing.

Front Office Support

• Welcomes visitors and students, and refers visitors and students to appropriate advisors, persons, or offices on campus. Answers phone and routes calls.
• Answers questions and gives general information regarding the undergraduate and graduate degree programs in Sociology & ISS
• Maintains and updates department website and social media accounts.
• Maintain and organize departmental shared BOX files ensuring all forms/documents are up-to-date.
• Schedule all departmental meetings and events. Coordinate with the Office Manager on event planning.
• Creates flyers, brochures, newsletters, posters, slideshows, etc., for advertising courses, academic programs,…