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ACADEMIC SERVICES COORDINATOR

Employer
Ithaca College
Location
New York, United States
Salary
Salary Not Specified
Start date
Jun 30, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Deans, Student Affairs, Academic Advising & Academic Support Services, Admissions, Enrollment, Retention & Registrar
Employment Type
Full Time
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Job Summary: Full-time position working with the Associate Dean for Undergraduate Academic and Pre-health Professions Programs, prepare and review student academic data, advisor assignments, degree evaluations and degree audits. Provide assistance to students in resolving scheduling conflicts, orientation, and registration procedures. Coordinate registration, orientation and Fall Welcome related events. Prepare confidential correspondence, spreadsheets and reports, and maintain files and records. Serve as resource for students, faculty, and staff providing information and assistance regarding academic services; schedule appointments and arrange meetings. Manage academic alerts and provide academic advising support to HSHP students.

Supervision: This position reports to the Associate Dean for the School of Health Sciences and Human Performance and will receive guidance and direction from the Dean. This position will provide direction, guidance and supervision to various student assistants assigned to the Dean’s Office.

Essential Duties:

  1. Coordinate academic services in support of the Associate Dean within the School of Health Sciences and Human Performance; prepare and review student academic data, and complete degree evaluations and senior degree audits. Assist students in resolving scheduling conflicts, orientation and registration procedures and offer assistance with questions, problems, and concerns regarding courses and the Homer online academic system.
  2. Provide academic advising support to HSHP students to include drop-in and scheduled appointments to assist with academic policy & procedure questions, change of major/minor, course scheduling, and academic success strategies.
  3. Manage the Academic Alert System for HSHP; receive alerts from faculty and provide support to students in academic and/or behavioral distress. Receive all leave of absence/ withdrawal reports and make proper notifications. Process all leave of absence, withdrawals, and other forms received by the Associate Dean to include data entry and maintenance of various files.
  4. Serve as initial resource person in dean’s office for students and faculty for matters related to general academic policies and procedures and graduation issues. Respond to written and other inquiries regarding academic matters; consult with and/or refer unusual situations to the Associate Deans.
  5. Develop and demonstrate a multicultural awareness and contribute to cultivating an inclusive, diverse and respectful College community. Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College. Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.
  6. Organize activities related to advance registration, change of school, change of major, graduation problems and requests for exceptions to academic policies to include communication to students and faculty.
  7. Review guidelines and established academic policies and provide direct assistance to students. Provide notifications to students and faculty regarding changes in academic policies and processes.
  8. Coordinate HSHP’s academic services website maintenance for advance registration, academic status, policies and procedures changes and updates, summer preregistration, orientation, and academic resources.
  9. Monitor email accounts for the School of Health Sciences and Human Performance’s graduation, hshp advising, academic status, and academic resources and respond to requests for information.
  10. Coordinate advisor assignment process to include developing, maintaining, and updating student advising lists. Assign and document advisors for all incoming students, transfer students and reassignments for continuing students. Provide advisors with data and information regarding student advisee grades, transfer credit, and academic status. Work with associate dean in training new faculty advisors.
  11. Develop and maintain a complete working knowledge of the student information system, Banner (Homer), CAPP, and other College on-line information systems used to review student data and information. Receive files, retrieve information, and develop and maintain internal databases to track student information to include undergraduate degree programs, minors, and graduate program concentrations; prepare reports, lists, and information sheets. Provide requested information to the Associate Dean in preparation for meetings and appointments.
  12. Work with the academic departments to populate the Degree Planner tool in Degree Works with course maps to ensure on time graduation.
  13. Receive and review preliminary academic status data from the Office of the Registrar and prepare and assimilate recommendations based on defined guidelines for review by the Associate Dean for Undergraduate Academic and Pre-health Programs. Prepare various notification letters, memos and other correspondence for students and/or faculty. Process all change of major, change of school and part-time forms. Maintain files and records and prepare reports and lists as directed. Assist with the preparation of the dean’s list, certifications and mailings.
  14. Review degree audits to ensure on time graduation, identify degree requirement deficits and bring to the attention of the associate dean and the student; assist in developing academic plans and work with the Office of the Registrar to identify appropriate action to solve problems.
  15. Provide operational support for the summer and January student orientation sessions for the School of Health Sciences and Human Performance; organize information, assign advisors, interpret and distribute placement scores, create student schedules and pre-register students in appropriate courses. Work in conjunction with other offices across campus in coordinating registration procedures. Answer inquiries from incoming students and their families. G reet students, set up itineraries and coordinate activities with faculty schedules and room assignments; maintain enrollment limit spreadsheets and participate in the orientation sessions as appropriate.
  16. Facilitate the registration process for students in courses that require pre-requisite, capacity or dean’s override approval. Serve as liaison to other campus departments and the Office of the Registrar to arrange student seating in required classes. Confirm internship credits for each placement and register student internships.
  17. Support mid-term grade review process to include creating reports, letters, and communication to faculty and students.
  18. Facilitate all Dean’s Office communication with students, faculty advisors, and the Office of the Registrar. Process student planning statements, and update student status in Banner.
  19. Organize Dean’s List Reception and Dean’s Award Luncheon. Communicate with students, advisors, vendors. Plan and execute event to include menu, certificates, invitations, programs, and A/V support.
  20. Support campus student success and retention efforts by communicating with and counseling School of Health Sciences and Human Performance during spring semesters (Students with less than a 2.0 in their first semester). Provide accountablity for students’ academics, refer out to campus resources, report students who are need of behavioral/mental health interventions, communicate academic expectations. Meet one-on-one, bi-weekly with these academically at-risk students.
  21. Provide assistance to the Associate Dean for Undergraduate Academic and Pre-health Programs in the preparation of curricular proposals for College review and approval to include producing, organizing, and distributing curricular proposals for weekly and bi-weekly meetings, and process on-line voting and surveys for the School. Receive and edit the undergraduate and graduate catalog copy to ensure accuracy and inclusion of newly approved curricular items. Maintain data, information, and record of changes and/or updates; track the flow of information and progress of requested information to and from the departments within the School of Health Sciences and Human Performance.
  22. Coordinate the School of Health Sciences and Human Performance events and activities such as Open Houses, Ithaca Today, Family Weekend, Meet the Dean/Advisors Convocation Day Events, and the May awards ceremony and reception as assigned. Work with the Administrative Assistants and Department Chairpersons in various departments within the school to identify faculty and current student availability for participation as needed. Prepare materials and make arrangements for facilities, meals, and/or refreshments and all other logistics.
  23. Provide assistance to the Associate Dean in the preparation of curricular proposals for College review and approval to include producing, organizing, and distributing curricular proposals for weekly and bi-weekly meetings, and process on-line voting and surveys for the School. Receive and edit the undergraduate and graduate catalog copy to ensure accuracy and inclusion of newly approved curricular items. Maintain data, information, and record of changes and/or updates; track the flow of information and progress of requested information to and from the departments within the School of Health Sciences & Human Performance.
  24. Teach ICSM courses as needed.


Qualifications : Bachelor’s degree and a minimum of 3 years’ experience working in student academic services or related field or the equivalent combination of education and experience; knowledge of student development theory and academic advising best practices; excellent organizational, interpersonal and communication skills and the ability to effectively work and interact respectfully within a diverse and inclusive environment; good attention to detail; solid working knowledge of various word processing, spreadsheet, and database software applications; ability to handle sensitive and confidential information; ability to prioritize projects, manage multiple tasks, and meet deadlines are required. Previous experience working in a college or university setting and experience working with an on-line student information system.

Work Environment : Most of the work of the incumbent is carried out within a generally accessible, safe, indoor environment. The incumbent will be required to use a personal computer and associated equipment as well as other office equipment used in the day-to-day operations. The incumbent may need to deliver various correspondences or other informational materials on campus requiring the ability to walk, drive or make other travel arrangements.

Application Instructions: Interested applicants must apply online at ithaca.edu/jobs and attach a resume, cover letter and list of three professional references. Questions about online applications should be directed to the Office of Human Resources at humanresources@ithaca.edu .

Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.

Visa sponsorship is not provided for this position.

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