General Summary of Position:
The Program Administrator provides academic program, fiscal, and other support to the Department of Public Health by working with the department chair, program coordinators, faculty, students, and the University community.
1. Support academic programs at the undergraduate and graduate levels
• Maintain and update the department website
• Support faculty needs associated with their teaching and advising duties
• Assist the chair and program coordinators with course scheduling activities
• Assign academic advisors to new students in consultation with the program coordinators and chair
• Collect DIG (Declaration of Intent to Graduate) forms from eligible students, review Advising Reports to assure requirements have been satisfied, work with the Registrar’s Office to ensure graduation requirement issues have been addressed and resolved, submit the proofread DIG form and Advisement Report to the undergraduate coordinator for review.
• Work with the undergraduate and graduate coordinators and chair to facilitate departmental activities that promote student success
2. General office duties and departmental support activities
• Serve as the department liaison to other offices and departments on campus (i.e. Registrar, ORA, etc.)
• Work with the chair and department faculty to develop marketing strategies for prospective students
• Record minutes for departmental meetings, and provide follow-up on action items as needed
• Hire, train, and supervise student workers to support Department and faculty functions.
• Coordinate the projects for student workers to assure maximum impact and support of department and faculty
• Manage student worker schedules and timesheets, and approve payroll submissions
• Manage the faculty evaluation timelines and prepare student evaluation packets for distribution
• Submit completed TA/RA evaluations to the Dean's office
• Collect completed TA/RA evaluations from supervising faculty and submit to the Dean’s Office
• Ensure accurate and updated College directory for faculty and staff
• Assist with college-wide events as necessary
• Make arrangements (such as venue and catering) for faculty events
• Represent the department at student recruitment events as needed
• Recruit and train students for recruiting and promotional activities
• Manage faculty syllabi and office hours each semester
3. Oversee and maintain the fiscal elements of the department
• Maintain department financial records and support the department chair in monitoring budgets
• Maintain office supply inventory, order office supplies as needed, and assist faculty and staff with supply requests
• Enter requisitions and follow up on creation of purchase order
• Submit invoices and close purchase orders
• Track professional development funds
• Reconcile monthly expenditures
• Place orders and maintain records of Equipment Fund purchases
• Support pre-tenure faculty with start-up accounts
• Act as a liaison for faculty to support structures in ORA
• Process expense reimbursements for faculty travel
• Assist with the Year-End closing of the operating and equipment budget
4. Assist with data analytics and report generation
• Assist with formatting and printing of spreadsheets and documents for the Chair and program coordinators, as necessary
• Compile faculty workload report each semester
• Contribute administrative support to accreditation preparation and annual reporting activities.
• Manage departmental records to ensure compliance with CEPH Accreditation Guidelines
• Assist the department chair and program coordinators with tracking reports for enrollment, grant submission, research expenditures, and strategic planning efforts.
• Answer phones and forward inquiries appropriately
• Schedule meetings for department chair
• Assist and direct, as appropriate, visitors to the Department office
• Serve as reception for the Department
• Schedule meetings for department chair
• Collect data and information as necessary to support academic programs
• Field questions as necessary
• Maintain positive communication with Dean’s office
Minimum Qualifications (Required):
- Bachelor’s degree with a major in business administration, business management, public administration or a related field and 5-7 years of related experience
- Will consider candidates with an Associate’s degree or equivalent education and 7-9 years of experience
• Prior experience working in an academic office environment
• Familiarity with SIS, PeopleSoft Software, including finance & H.R. applications; Willing to learn new software
• Strong Organizational Skills
• Computer literacy, including knowledge of Excel, Microsoft Word & Internet communications
• Strong interpersonal skills & ability to interact with students, faculty, administrators & general public
Special Instructions to Applicants:
Only Internal Professional (SEIU 888 Professional Union) Bargaining candidates will be considered during the first 10 business days of the posting. All other candidates will be considered after that period.
Initial review of applications will begin immediately. Application deadline January 27, 2020.
Please include a resume and cover letter with your application. Names and contact information of three references will be required at the time of application.
Posting updated 1/13/2020