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Student Support Specialist (66395BR) - W. P. Carey School of Business at ASU

Employer
W. P. Carey, ASU
Location
Arizona, United States
Salary
$33,048.00 - $40,000.00
Date posted
Mar 12, 2021

Job Description

The W. P. Carey School of Business Department of Management and Entrepreneurship, is looking for a Student Support Specialist who can work with and through others to build and create course schedules, maintain changes and updates, monitor the course catalog, schedule classrooms and provide administrative departmental support.  Duties include: providing support to the department coordinator by assisting with PhD student applications, correspondences, planning and organizing new Ph. D student orientation and tracking academic progress.  This position is part of a larger team reporting to the Business Operations Manager in the Department of Management and Entrepreneurship. 

We’re looking for someone who is detail oriented, organized and can provide a high level of support to faculty, staff and students. Someone who is able to work in a diverse environment as part of a team and understands service centric support with a "how can I help you" business professional approach.

Days and Schedule: Monday - Friday, 8:00A.M. - 5:00P.M. This role is currently working remotely 2-3 days per week due to the global pandemic. Report to campus full-time dates will be provided in the future.

Essential Duties

  • Maintain the department 's course schedule (i.e. ENT, LES, MGT, and WPC) across all campuses and platforms
  • Ensure course schedule adheres to major map requirements for each semester 
  • Ensure course schedule is timely entered into required systems (i.e. submitting Instructor Class Funding form into PeopleSoft, etc.)
  • Liaison with the university 's room scheduling service to secure necessary rooms
  • Track course enrollment and monitor reserve capacities
  • Organize room placements, approve grade changes for the department, and verify faculty teaching assignments
  • Coordinate final exam schedules and reserve rooms using the appropriate software
  • Complete and submit Curriculum Changemaker forms for new degrees and courses
  • Review academic year class schedule and provide suggestions to chair on plan of action for current and upcoming semesters
  • Monitor enrollments in order to make decisions on new sections, adjust staffing and enrollment caps on existing sections, etc.
  • Interact with and problem-solve advising, override, and miscellaneous issues for undergraduate and doctoral students
  • Oversee processing of internship applications, reviewing and updating department website, and coordinating certificate creation
  • Serve as the Roster Contact
  • Coordinate international scholar visits, gather and process documents for J- 1 visa status
  • Maintain the department general e-mail box, ensuring all e-mails are addressed timely
  • Create and maintain faculty and department Qualtrics surveys, and compile results
  • Aid Administrative Associate and Business Operations Manager with coordinating all aspects of speaker and visitor travel, itineraries, meals, hotel room reservations, etc.
  • Attend events as needed to provide administrative support, aid with set-up and break-down, or to perform other tasks
  • Ensure all university policies are followed related to the maintenance and destruction of any sensitive and confidential information
  • Coordinate, track, and submit all textbook and course packet orders with vendors, including interacting with vendors and university bookstore personnel regarding textbooks
  • Track final grades at the conclusion of each semester, follow-up with faculty to ensure timely submission
  • Ensure department PhD and alumni websites display accurate and functional content
  • Coordinate the processing of letters of reference for doctoral candidates on the job market
  • Attend ASU Graduate Education Support Staff meetings and other appropriate team or committee meetings to remain aware of current practice and policy/best practice changes
  • Support the PhD coordinator (or doctoral coordinator), process PhD student applications and maintain portal database
  • Organize new PhD student orientation, coordinate agendas, secure rooms, etc. Manage applicant files to ensure timely and successful completion of administrative on-boarding including student admission
  • Track milestones of PhD students, providing guidance to students who fall behind
  • Review PhD Plans of Study (i.e. iPOS) and serve as departmental approver
  • Complete annual editing of department PhD manual
  • Process PhD self-evaluations and mentor evaluations as well as prospectus defense and final defense forms
  • Assist with the administration of block grant awards

Minimum Qualifications

Bachelor's degree in field appropriate to area of assignment AND one year of administrative and appropriate program experience; OR, Five years of progressively responsible administrative and appropriate program experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

  • Experience with course scheduling and assessment of courses and curriculum, in particular: curriculum support contacts, processes, and systems
  • Experience using scheduling software and/or systems for classroom scheduling such as: Classroom Scheduling/ASTRA, Curriculum Changemaker, Peoplesoft, Canvas, CRM systems.
  • Demonstrated knowledge of Microsoft Office applications (Excel in particular), Adobe, google docs, google forms, and google sheets, Dropbox,
  • Demonstrated knowledge of university curriculum, curricular policies and procedures in higher education
  • Experience working with instructors, faculty, staff, and students in a higher education environment.
  • Demonstrated knowledge of basic project management including time sensitive changes, targeting timelines and understanding priorities.
  • Evidence of effective written and oral communication skills.
  • Evidence of working effectively in a collaborative environment subject to changing priorities, tight cyclical deadlines and potentially conflicting outcomes.

Working Environment

  • Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse (75%); required to stand for varying lengths of time and walk moderate distances to perform work (10%)
  • Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds (15%)
  • Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts
  • Ability to clearly communicate to perform essential functions.
  • Regular use of standard office equipment including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals.

Department Statement

The W. P. Carey School of Business at Arizona State University is one of the largest business schools in the United States with more than 15,000 students and 100,000 alumni worldwide. From our world-renowned faculty representing six continents to thousands of outstanding students who join us every year, the W. P. Carey School welcomes diversity and encourages global thinking. The W. P. Carey School is internationally recognized for its leadership in business education, groundbreaking research and innovation, and renowned faculty, making us one of the top-ranked business schools in the country. Learn more at wpcarey.asu.edu.

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 80,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

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