Administrative Specialist, College of Arts and Sciences, Undergraduate Advising and Student Affairs
Location: Athens, Ohio
Internal Number: 44013
Position Specific Description: Provides administrative support for the Assistant Dean of Undergraduate Student Affairs as well Director of Student Services, Director Pre-Health Advising and 9 full time advisors. Instructs staff on correct office procedures including maintenance and operation of records. Prioritizes and executes the decision-making process for office activities. Monitors budget for Undergraduate Student Affairs office.
Position Specific Job Responsibilities:
Responsible for first contact customer service assistance to visitors, students, parents, and University Departments regarding records, graduation, admissions, grades, classes, student status, advising, etc., while working in FERPA guidelines. Represent the College of Arts and Sciences in assisting University Departments, Chairs/Directors of A&S Departments, Advising Coordinators, and students/parents/visitors.
Responsible for hiring, training, and supervising work study students. Instruct staff on correct office procedures including maintenance and operation of records. Supervise the scanning and indexing of student files into OnBase. Checking for document's accuracy in student files.
Work in coordination with IT and Registrar's office to prepare, generate, evaluate, and organize data for specific internal use as well as trouble technical issues within the office. Implementing new office practices, organization, and ways to improve customer service. Obtaining access to and training of the various software needed for academic advisors.
Prepare documents for the Assistant Dean including tuition appeals, reinstatement appeals, petitions to drop after the deadline, petitions for waiver/replacement of credit, etc. Respond to the College of Arts and Sciences Undergraduate Student Affairs email (CAS[email protected]). Utilize PeopleSoft, Faculty and Advising Center, and OnBase to assist with everyday assistance in maintaining student records. Monitor student placements in Math, Chemistry, and Foreign language.
Routinely check supplies and office needs and appropriately order new supplies.
General Job Description: Supports the general administrative functions of a wide variety of academic or administrative units including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing high level administrative assistance to executives.
General Job Responsibilities:
May supervise or oversee the work of Technical & Administrative Support staff and/or student employees.
Resolves complex and unique problems that require an ability to interpret established policies and procedures.
Oversees department unit administrative processes.
Coordinates complex processes and initiatives such as grant proposals, contracts /or complex academic processes such as tenure case approvals, faculty searches, complicated course scheduling or sensitive graduate application processes.
Plans and implements projects, special events, and/or programs that require a high level of coordination with multiple constituents and departments.
Composes and edits internal and external correspondence and documents, including such things as manuscript submissions for scientific journals.
Manages academic courses and textbook information. Plans and maintains website as well as other department publications.
Prepares and monitors internal budget and other financial documents for a departmental work unit. Recommends purchases. Reviews and follows up on discrepancies in standard expenditures.
Knowledge of administrative practices, policies, procedures, office equipment, and computer software typically obtained by a high school degree or GED or equivalent and a minimum of 3 years related experience.
An equivalent combination of education, training, and experience is acceptable.
Specific knowledge, certifications, and licensure will apply at the position level.
Bachelor's degree in Communication, Business or related field.
Planning Unit: College of Arts & Sciences
Department: Arts and Sciences, Dean's Office
Applicants may contact this person if they have questions about this position: Julie Masterson, [email protected]
Employment Type: full-time regular
Minimum hourly rate for this position is $16.84, commensurate with education, experience, and internal equity in accordance with the AFSCME 3200 Collective Bargaining Agreement. As a benefits eligible position, pay is accompanied by our generous university benefits such as tuition for self and dependents, a comprehensive insurance package (including but not limited to health, prescription, vision, dental, and life insurance), an excellent retirement plan including company contributions, parental leave, adoption reimbursement, and more. OHIO is also proud to offer wellness programs, on-site wellness facilities, and a generous employee assistance program. Additional Information is available at https://www.ohio.edu/hr/benefits/.
Ohio University is home to one of the nation’s friendliest and most picturesque campuses. But more importantly, it’s where you can become part of a two-century tradition of excellence and embark upon a rewarding career that will make a real difference. From teaching and research to admissions, facilities maintenance, and residence life, our faculty and staff propel Ohio University’s mission of helping students become their best selves. OHIO offers competitive compensation and outstanding benefits. For a complete list of employment opportunities, please visit www.ohiouniversityjobs.com.Ohio University is an equal access/equal opportunity affirmative action institution. For more information about Ohio University’s policies prohibiting discrimination and harassment, visit www.ohio.edu/equity.