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MBA Program Specialist

Employer
California Lutheran University
Location
California, United States
Salary
Salary Not specified
Date posted
Oct 26, 2021

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Position Type
Faculty Positions, Business & Management, Accounting & Finance
Employment Level
Administrative
Employment Type
Full Time


MBA Program Specialist

Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1.0
Location: Thousand Oaks

University Background:
The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person’s dignity.

Basic Function:
Reporting to the MBA Program Manager, this individual coordinates and performs activities related to academic programming, and instructor relations in the MBA Programs, including (but not limited to) the Traditional MBA, the Full-Time MBA, the Online MBA, and the Austrian MBA (hereinafter “MBA Programs”). This position provides clerical and administrative support with assignments and projects reflecting substantial variety. Work cycles are longer involving multiple projects that vary in scope and timing. The MBA Program Specialist / Academics services as a resource to others and the individual is required to perform a full range of moderate to complex work assignments involving the use of sound judgment, discretion and decision-making.

Representative Duties:
  • Perform administrative duties and relieve the MBA Program Manager of a variety of administrative duties. E
  • Provide information to the MBA Program Manager, faculty members, staff, and other persons as needed. E
  • Arrange, schedule, and organize a variety of meetings and appointments for the MBA Director(s) with on-campus and off-campus individuals and organizations (including ones in other countries) and maintain calendars. E
  • Attend on-campus and off-campus meetings on behalf of the MBA Director(s). E
  • Respond to incoming inquiries (telephone, email, fax, web-based), screen and route messages and visitors to the MBA Director(s), faculty members and staff. E
  • Provide assistance in the creation and monitoring of budgets as well as the production and review of pertaining documents, including requisitions, purchase orders and the like. E
  • Coordinate general office activity. E
  • Plan, implement and monitor progress of assigned projects and provide reports on projects as requested.
  • Prepare a variety of complex materials from multiple sources and offices including drafts, notes, letters, memoranda, agendas, minutes, reports, handbooks and other materials. E
  • Create, collect and maintain reasonable data and records on policies, procedures, and operations. E
  • Operate office equipment such as computers and related software, printers, calculators, and copy machines.
  • Assist in the ordering and maintaining of equipment, materials, and supplies for general office use. E
  • Maintain current knowledge and records of regulations, policies, and requirements applicable to assigned position and office, and monitor programs, transactions, and services to assure compliance. E
  • Assist as directed by the MBA Director(s) in the planning of travel courses and study abroad courses in the MBA Programs. E
  • Complete procedures relating to the reporting of all course-related and instructor-related information in automated systems (e.g. Datatel). E
  • Assist in the identification and on-boarding of new instructors for the MBA Programs, including full-time and adjunct faculty members; maintain faculty files, create and maintain a faculty database. Liaison with other offices and administrators concerning contracts and payments; monitor the annual limit of credit units for adjunct instructors. E
  • Maintain and update two-year planners, academic calendars and similar documents for the MBA Programs.
  • Coordinate registration process with other administrators; assist in monitoring course enrollment and waitlists as well as adding or canceling courses and sections as needed. E
  • Request syllabi from all instructors in the MBA Programs each term; oversee book orders, including desk copies of textbooks and other teaching materials from publishers, including (but not limited to) case studies, videos, etc. E
  • Review, compile, maintain and distribute information related to textbooks approved by the MBA Director(s).
  • liaise between instructors and the Center for Teaching and Learning. E
  • Assist in the all matters related to grading, including (but not limited to) assuring timeliness of the reporting of grades, grade changes, and grade challenges. E
  • Assist the MBA Director(s) in issues related to the evaluation of faculty members, including (but not limited to) assistance in reviewing instructors’ course evaluations, and the scheduling of peer review class visits. E
  • Assist the MBA Director(s) in the planning of professional development for full-time and adjunct faculty members, including (but not limited to) new faculty orientation materials and events, as well as adjunct faculty meetings. Liaise with Graduate Program Specialist / Marketing and Outreach concerning the logistics of such events. E
  • Cooperate with the Graduate Program Specialist / Marketing and Outreach in the collection of information for marketing purposes and promotional activities. E
  • Cooperate with the Graduate Programs Specialist / Student Relations. E
  • Coordinate and facilitate communication (in person, through email and other means) with newly admitted and current domestic and international students.
  • Prepare coordinated schedules for certain groups of students (e.g. full-time international and full-time domestic students) and enroll them into courses accordingly.
  • Monitor students in conditional admission status; provide registration assistance to students with holds on accounts or similar issues related to their status.
  • Monitor students’ GPAs and assist MBA Director(s) in the scheduling of meetings for at risk students; coordinate activities pertaining to students on probation, including (but not limited to) communication with the Registrar’s Office and tutors.
  • Resolve student issues related (but not limited) to curriculum, scheduling, and registration; referring students, when necessary, to appropriate resources and liaise with other offices on such issues, in particular on issues related to online instruction.
  • Performs other related duties as assigned


E = Essential Duties

Knowledge Of:
  • University and program vision, mission, goals and objectives.
  • Regulations, policies, operations, procedures, specific rules and precedents of the office.
  • Modern office practices, procedures and equipment, including automated administrative systems.
  • Basic budgeting practices regarding monitoring and control.
  • Record-keeping techniques.
  • Correct English usage, grammar, spelling, punctuation, and vocabulary.
  • Communication etiquette and techniques, including telephone and email.
  • Interpersonal skills using tact, patience and courtesy.
  • Knowledge of the relevant federal, state and voluntary regulatory environment.


Ability To:
  • Learn and support the university and program vision, mission, goals and objectives.
  • Learn, interpret, apply and explain rules, regulations, policies and procedures.
  • Work independently with little direction.
  • Understand and follow oral and written directions.
  • Understand and diagram processes and workflows.
  • Organize, coordinate and oversee office activities.
  • Operate office machines including computer equipment and specified software at an advanced level.
  • Add, subtract, multiply and divide quickly and accurately.
  • Create, assemble, organize and prepare data for records and reports.
  • Compose correspondence and other written materials independently.
  • Establish and maintain cooperative and effective working relationships with other staff members and offices.
  • Communicate effectively in written and oral form.
  • Think critically, understand and resolve issues, complaints and problems.
  • Provide support and participate in the evaluation, design and implementation of policies, procedures and guidelines related to the program.
  • Answer telephone calls and other communication and respond courteously and professionally.
  • Speak publicly in front of on-campus and off-campus audiences.
  • Train and provide work direction to others.


Minimum Qualifications:
Any combination equivalent to: A Bachelor’s degree from an accredited college or university and one year of administrative support experience or two years of college-level coursework and two years of administrative support experience.



Preferred Qualifications:


Licenses and Other Requirements:


Physical Abilities:


Working Environment:
Busy office environment; subject to frequent interruptions; pro-active and frequent interaction with other individuals and offices.

Posting Number: Staff003862020
Number of Vacancies:
Desired Start Date: 09/03/2021
Position End Date:
Open Date: 08/16/2021
Close Date: 11/17/2021
Open Until Filled: No

Application Procedure/Special Instructions:


To apply, visit https://careers.callutheran.edu/postings/8248

California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University’s policies, procedures, and processes.

Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.


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