Academic Support Specialist

The Academic Support Specialist provides comprehensive administrative support for the Department of Film and Media Arts, including academic scheduling, financial operations, facilities coordination, and faculty and student services, working closely with the director to ensure effective day-to-day operations of the department.

Education and Experience

Bachelor's Degree or equivalent combination of education and work experience. Considerable prior experience in administrative work. Academic background/expertise is preferred.

Skills and Knowledge

High level of organization skills, able to prioritize, excellent written and oral communication, Word/Excel, Outlook. Knowledge of PeopleSoft is preferred.

Responsibilities

Academic Support:

• Manage class scheduling, schedule final exams and other classroom and studio assignments as needed.
• Provide comprehensive support for processing approved curriculum changes and catalog updates, and coordinating date, time, and room (DTR) changes as well as enrollment restrictions. Work with faculty leadership to establish course plans each semester. Enter and maintain class sections (including summer sessions), verifying accurate posting of all course-related information to MySlice.
• Actively monitor enrollment throughout early registration and registration periods.
• Collect all course syllabi from school faculty each semester, and part-time faculty performance evaluations each year, and submit both to the VPA Office of Academic Affairs.
• Assist in the completion of faculty load worksheets and report regular updates to the VPA Office of Academic Affairs; review with the director to maximize space and faculty workload.
• Assist students with curricular needs including course overrides, late adds, and substitutions.
• Serve as a resource for faculty, staff and students. Maintain knowledge of and provide support for Peoplesoft, MySlice, OnBase, Blackboard, SLATE and class scheduling/class enrollment.
• Schedule and attend faculty meetings to take minutes.

Financial Support:

• Assist the VPA Office of Budget & Operations and school director to support aspects of the unit budget, including payroll approvals, employee reimbursements, external and internal contracts, e-procurement, pro-card reconciliations, etc.
• Facilitate all travel arrangements for faculty and visiting artists.
• Work with director to facilitate all personnel transactions, processes and communication (both internal and external).
• Participate in school and college-wide events as assigned.

Facilities Support:

• Serve as the building manager for ComArt and assist with scheduling Smith and Shaffer instructional spaces.
• Coordinate with appropriate offices for maintenance and repairs.
• Work with the Director of Shops on purchases, staffing, and safety issues for specialized workshops and equipment, including wood and metal shops, kilns, printmaking, foundry, and metalsmithing, etc.
• Coordinate building hours and card access. Oversee deliveries and arrange shipments.

Other Duties:

• Lead and direct administrative activities in the school of art including the hiring and management of temporary employees, work-study students, and other staff as needed, including the processing payroll.
• Manage the director's calendar to meet deadlines and ensure the timely completion of initiatives.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.