EMBA Program Specialist (Part-time)

EMBA Program Specialist (Part-time)

Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: .5
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 and the Program Director, the position coordinates and performs activities related to the Executive MBA Program. This position provides high-level clerical and administrative support with sales and outreach efforts in student recruitment, providing counseling post admittance and other assignments and projects reflecting substantial variety. Work cycles are longer involving multiple projects that vary in scope and timing. The EMBA Program Specialist and Cohort Support serves as a resource to others and provides lead work direction to other support staff. This 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:

• Follow the directions of and coordinate activities with the MBA Program Manager.
• Perform administrative duties and relieve the MBA Director(s) of a variety of administrative duties including follow up on sales activities for EMBA .
• Provide information to the MBA Director(s), the MBA Program Manager and faculty members, staff, and other persons as needed.
• Provides academic counseling to the EMBA students post admittance.
• 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.
• Attend on-campus and off-campus meetings on behalf of the MBA Manager and Director.
• Respond to incoming inquiries (telephone, email, fax, web-based), screen and route messages and visitors to the MBA Director(s), faculty members and staff.
• 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.
• Coordinate general office activities and communicate with other MBA Program administrative staff members.
• 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.
• Create, collect and maintain reasonable data and records on policies, procedures, and operations.
• Post job-openings for, hire, complete necessary administrative procedures for, train and supervise graduate assistants, student workers, and tutors as needed.
• 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.
• 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.
  Specific:
• Coordinate and facilitate communication (in person, through email and other means) with newly admitted and current students.
• Assist MBA Director and Manager in the admission process of applicants / new students for EMBA , including (but not limited to) the transfer of admission files between Graduate Admissions and the MBA Programs.
• Assist in the design, schedule, coordinate, and attend orientations for new students of all MBA programs, and coordinate with Graduate Program Specialist / Marketing and Events.
• Schedule, coordinate and attend student rep meetings; process and track student rep request forms, notify students, reserve meeting space, take and transcribe notes, research solutions for issues raised and respond to student reps.
• Prepare coordinated schedules for certain groups of 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 Manager 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.
• Coordinate registration process with other administrators; notify waitlisted students of added or cancelled courses, produce class rosters, track independent studies, tutorials, petitions and waivers.
• Produce student rosters and provide rosters to MBA Program Manager.
• Maintain a number of information resources, including (but not limited to) lists of student advisees, inactive students, etc.
• 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.
• Plan, execute, and assist with the administration of the university’s course evaluations.
• Assist MBA Manager in student advising.
• Assist students with graduation and assist other administrators in the planning and execution of activities related to graduate commencement.
• Plan, execute, report on and assist in the revision of the exit surveys for graduating students.
• Cooperate with the Graduate Program Specialists / Marketing and Outreach in the collection of information for marketing purposes and promotional activities.
• Support MBA Director in outreach and corporate relations

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.
• 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:
Previous experience in higher education
Previous experience working in a graduate program or college department .

Licenses and Other Requirements:
Valid California Driver’s License.
Subject to vehicle operation to conduct work.
Ability to work flexible hours as needed.

Physical Abilities:


Working Environment:
Dynamic office environment with frequent interruptions and the need for pro-active and frequent interaction with other individuals and offices.

Posting Number: Staff004692020
Number of Vacancies: 1
Desired Start Date: 02/07/2022
Position End Date:
Open Date: 11/16/2021
Close Date: 1/23/2022
Open Until Filled: No

Application Procedure/Special Instructions:


To apply, visit https://careers.callutheran.edu/postings/8528

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. jeid-873ae2a5327e3740b68954f991d52209