Academic Affairs Specialist

Oregon, United States
Salary Not specified
Jul 15, 2021
Employment Level
Employment Type
Full Time

Academic Affairs Specialist

Job no: 527636
Work type: Classified Staff
Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support

Department: College of Education
Classification: Administrative Program Spec
Appointment Type and Duration: Regular, Ongoing
Salary: $17.14 to $25.84 per hour
FTE: 1.0

Review of Applications Begins
Position closes July 21, 2021.

Special Instructions to Applicants
In order to be considered, complete applications must be submitted by the review date and include the following along with the online application:

  • A cover letter highlighting how your knowledge, skills, and experience qualify you for each of the requirements, competencies, and if applicable, preferred qualifications outlined in the job posting
  • A resume of your professional work experience, education, and any relevant certifications

    Note you will also be asked to submit the names and contact information for three professional references as part of the application process.

    Department Summary
    The College of Education (COE) is composed of four academic departments and 14 research and outreach centers. All departments include both tenure and career non-tenure track faculty, as well as graduate and undergraduate programs addressing the full range of issues present in educational and social systems. A range of academic degrees and majors are offered, including communication disorders and sciences, elementary and secondary education, school psychology, counseling psychology, couples and family therapy, special education, education studies, educational administration, and educational methodology. As noted in our mission statement, COE faculty, staff, and students are committed to developing and validating programs that prepare scholars and practitioners, while promoting respect for diversity, equitable opportunities, and inclusive environments. The COE is currently ranked 5th among all public institutions, and 14th among all public and private institutions nationally (U.S. News and World Report, 2019). College of Education graduate programs are some of the highest ranked in the country for both research scholarship and graduate education, including the Educational Leadership, Counseling Psychology, School Psychology, and Special Education Programs. Faculty are dedicated to enhancing multicultural competencies, promoting social justice, and promoting education and prevention sciences and practices.

    The College of Education's Faculty and Staff Services Office is of the central administrative unit for the college. Functions of the College's central administrative unit have an effect on the entire college as well as external alumni, donors and community partners.

    For more information about the College of Education (COE) please visit:

    Position Summary
    The Academic Affairs Specialist manages the COE field placement request process for undergraduate programs in Educational Foundations and Family and Human Services as well as educator licensure programs in the College of Education. These educator licensure programs prepare teachers, school psychologists, and speech and language pathologists.

    The Academic Affairs Specialist position supports these programs and the college as a whole by managing the daily operations related to field placement coordination which include (but are not limited to): seeking, developing and fostering meaningful partnerships with K-12 schools and community organizations, including those already established; maintaining a database of field placements and university supervisors; ensuring that all local, state and federal mandates are met regarding practica; and enforcing procedures that ensure all required COE students have the necessary background clearance in accordance with COE's Procedures for the Protection of Minors and Other Vulnerable Populations.

    Additionally, this position manages the curriculum workflow within the college. Specifically, this position will review and track the progress of program proposals; interact with faculty, staff and the UO Curriculum Committee around these proposals; and complete course scheduling tasks associated with the college-wide Education (EDUC) curriculum such as entering course data into Banner, tracking data to predict course attendance, and coordinating student course registration.

    The Academic Affairs Specialist will interact directly with both internal and external stakeholders. The Academic Affairs Specialist's work is guided by college, university, and state-level policy and procedures. This position is expected to work with a high level of autonomy seeking consult with supervisor as necessary to obtain clarification of expected results, reports on progress toward completion of assignments, confirms interpretation of regulations and policies, or seeks guidance in complicated or less clearly defined areas.

    The Academic Affairs Specialist is supervised by the Assistant Dean for Accreditation and Assessment.

    Minimum Requirements
  • Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations
  • An equivalent combination of training and experience

    One year of postsecondary education may be substituted for up to one year of the experience.

    Professional Competencies
  • Excellent organizational, detail-oriented, and record keeping skills
  • Ability to work independently and with minimal supervision
  • Ability to show initiative and confidence in making independent decisions; knowing when and to whom to refer a wide range of problems and inquiries
  • Ability to manage competing priorities and deadlines as well as a varied task load
  • Excellent communication skills, both written and verbal
  • High level of interpersonal skills to handle sensitive and confidential situations with demonstrated poise, tact, and diplomacy (maintaining confidentiality when necessary)
  • Commitment to promoting and enhancing diversity, equity, and inclusion
  • Proactive customer service skills
  • Ability to understand and follow applicable guidelines, policies, and procedures
  • Proficiency in Microsoft Outlook, Word, Excel and PowerPoint
  • Proofreading/editing skills

    Preferred Qualifications
  • Experience using UO Curriculum and Assessment Systems: UO Banner database, or similar CRM databases; Courseleaf or similar; Tk20 or similar
  • Experience with Excel, Access, Smartsheet, or similar database management
  • Understand basic information regarding credentialing guidelines for educator preparation
  • Bachelor's Degree
  • Work experience in K-12 public schools or educator preparation at institute of higher education

    FLSA Exempt: No

    All offers of employment are contingent upon successful completion of a background inquiry.

    This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.

    The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans and paid time off. For more information about benefits, visit

    The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at or 541-346-5112.

    UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.

    In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at

    To apply, visit


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