Administrative Specialist--provost's Office - West Haven, United States - University of New Haven

University of New Haven

Verified Company

West Haven, United States

1 week ago

Posted by:

Mark Lane

beBee recruiter

Description

The University of New Haven, founded on the Yale campus in 1920, is a private, coeducational university that has been recognized by The Princeton Review and U.S.

News & World Report for academic excellence.

Located between New York City and Boston in the shoreline city of West Haven, the University is a diverse and vibrant community of nearly 10,000 students from across the globe.

Within its five colleges, students immerse themselves in a transformative, career-focused education across the liberal arts and sciences, fine arts, business, engineering, public safety and public service.

More than 100 academic programs are offered, all grounded in a long-standing commitment to collaborative, interdisciplinary, project-based learning.

The Administrative Specialist will provide administrative support for or execute day-to-day operations for Office of the Provost Programs including the academic scheduling, retention and advising outreach, and study abroad.

For these programs, the Specialist:
(1) oversees room scheduling processes for courses each term; (2) communicates with faculty and staff regarding academic alerts; (3) provides administrative assistance for the University Interdisciplinary Collaborative and the study abroad program, (4) oversees budgets of select, relevant programs; and (5) completes other related tasks as assigned.

You Will:

Academic Scheduling (50% time)_
Work with Provosts Office and Registrar's Office in determining deadlines for academic schedule submission and scheduling priorities.
Oversee use of Ad Astra Scheduling Software to optimize room assignments, manually completing and resolving room assignments and arbitrating to prioritize room changes and special requests.
Work with Registrars to roll out schedule for final exams including room assignments; resolve time and room conflicts.
Serve as liaison between faculty and Registrar's Office to mediate classroom assignment issues, final exam schedules, and others.
Serve as liaison between Registrars and Facilities to ensure classroom assignments in Ad Astra and Banner are synced to EMS (events management system).
Communicate with Office of Facilities regarding classroom availability, particularly during academic breaks.
Coordinate with Facilities regarding room capacities, room setup, and room availability.
Set up Ad Astra Schedule for Final Exam Room Assignments.
Follow established scheduling policy, assigns courses to appropriate classrooms and labs (or sets guidelines for course meeting patterns, modalities, and course enrollment limits).
Generate reports on classroom utilization
Coordinate with Associate Deans to build schedules.
Work with colleges to optimize room scheduling preferences set in Ad Astra.
In consultation with the Associate Deans of the colleges and the Office of the Provost, makes adjustments to class sizes and numbers of discussion sections.
Devise solutions to classroom space and scheduling problems, taking into account the curriculum needs of students, the needs of faculty, and available options.
Make room change requests as needed, particularly in support of student and faculty accessibility.
Academic Retention and Advising Support (20% time)_
Assist in the delivery of regularly scheduled progress reports via Navigate.
Monitor academic alerts and communicate with individual faculty as directed regarding academic issues and census information.
Obtain data on individual student schedules and academic progress for Provost Office communications.
University Interdisciplinary Collaborative (20%) and Study Abroad (10%)_

Financial administrative support for associated programs and initiatives:

Process stipends and reimbursements to instructors
Assist with processing and expense tracking for purchase orders
Assist with the scheduling, payroll, and oversight of student workers

Clerical Duties:

Coordinate with instructors, program coordinators and the Registrar's staff to address concerns
Schedule meetings
Assist with event planning and execution
Other Duties as Assigned _

You Need:

A bachelor's degree is highly desirable for this position; equivalent combination of degrees and experience will be considered.
Experience with Office 365 (Word, Excel) and other software systems.
Willingness to learn new software tools in support of job responsibilities.
Outstanding verbal and written communication skills.
Ability to work collegially with faculty, staff, and students.
Attention to detail and ability to prioritize multiple tasks and meet competing deadlines.
Ability to work with mínimal oversight; selfdirected.
Prior administrative experience.
Experience working with expense reporting.
Proven ability to find solutions to conflicting situations.
Customer service orientation and ability to be flexible and adaptable to change.

Preferred Qualifications
Thorough knowledge of academic software systems including: Banner, Ad Astra