Administrative Specialist, Arts & Sciences Business Service Center Job at Ohio University
Please see Special Instructions for more details.
This position is being posted internally and to the public simultaneously in order to expedite the posting process. However, current Ohio University AFSCME 3200 bargaining unit employees will be considered first.
Please complete the online application and attach the following required documents when prompted:
Please complete the online application and attach the following required documents when prompted:
- Resume or CV
- A detailed cover letter describing your qualifications and the reasons why you are interested in the position for which you are applying
- A list of at least three (3) professional references with current and complete contact details including an email address.
We seek candidates with a commitment to working effectively with students, faculty and staff from diverse background.
For consideration, please apply by posting closing date. This posting will remain open until filled.
Posting Details
Applications will be accepted until midnight (Eastern Time Zone) on the ‘Posting End Date’ shown below.
Position Information
Job Title
Administrative Specialist, Arts & Sciences Business Service Center
Applications Accepted From
AFSCME 3200 University Wide, Public: Open to the public
Special Instructions to Applicants
This position is being posted internally and to the public simultaneously in order to expedite the posting process. However, current Ohio University AFSCME 3200 bargaining unit employees will be considered first.
Please complete the online application and attach the following required documents when prompted:
Please complete the online application and attach the following required documents when prompted:
- Resume or CV
- A detailed cover letter describing your qualifications and the reasons why you are interested in the position for which you are applying
- A list of at least three (3) professional references with current and complete contact details including an email address.
We seek candidates with a commitment to working effectively with students, faculty and staff from diverse background.
For consideration, please apply by posting closing date. This posting will remain open until filled.
This position is eligible for the following benefits:
medical, vision, dental, basic and supplemental life, winter break closure, paid holidays, educational benefits for you and eligible dependents, sick leave, vacation, and retirement.
Posting Number
20165230S
Job Description
DEPARTMENT SPECIFIC SUMMARY:
Administrative Specialists in the Academics Unit of the College of Arts and Sciences’ shared services center support the academic operations of the College’s nineteen departments and programs. In particular, they facilitate semester course scheduling; coordinate and administer course evaluations; underpin the admissions process for graduate programs; create graduate appointments and oversee stipend accounts; maintain graduate records; and advise departments on special events and projects. For their assigned college buildings, they initiate Facilities work requests, manage key and swipe access, and troubleshoot copiers. Administrative Specialists work collaboratively to design, construct, and execute standard operating procedures for the Academics Unit.
DEPARTMENT SPECIFIC RESPONSIBILITIES:
- Academic support for assigned departments for the College of Arts and Sciences. Schedule classes, assign classrooms, and process class changes each semester. Compile information for Finance unit to initiate additional compensation contracts. Gather and maintain syllabi and verify that faculty submit textbook information each semester. Establish and manage course evaluation process. Administer Department Chair/Director and college advising annual evaluation processes. Register students as needed. Resolve undergraduate student and departmental issues and respond to inquiries. Monitor college shared services email accounts. Provide scholarship support to departments.
- Graduate program support for assigned departments for the College of Arts and Sciences. Track student applications, oversee admissions process, request waivers, assist with student immigration needs, and correspond with applicants. Create graduate appointments using operating, foundation, and grant accounts. Manage departmental graduate stipend budgets. Create, track, and maintain graduate program and student records. Process advisor changes. Attend Graduate Director/Chair meetings called by Associate Dean. Establish standing meetings with assigned Graduate Chairs/Directors. Resolve graduate student issues and respond to inquiries. Assist with preparation of graduation clearances.
- Building liaison support to assigned buildings within the College of Arts and Sciences. Initiate purchase of supplies, oversee copiers and assign copier codes, distribute mail and sign for packages, manage access control by requesting swipe access and maintaining key inventories, and submit facilities work-orders. Coordinate pick-up and replacement of secure shredding bins. Supervise student employees.
- Events and special project support in the College of Arts and Sciences. Provide guidance, as needed, for special academic events such as annual awards receptions, retreats, conferences, and colloquia; create certificates for departmental awards. Collect data and documentation for projects such as program reviews and promotion and tenure. Craft, propose, and implement policies and procedures for the Academics Unit. Manage equipment inventory. Perform other duties as assigned.
For the Academics unit mission statement and core values, see
GENERAL JOB SUMMARY:
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.
- Fully proficient in applying established standards for the job.
- Applies advanced technical or process knowledge; requires ability to utilize diverse but conventional methods, techniques, or approaches to meet specific needs of an assignment.
- May supervise or oversee the work of other TAS and/or student employees
For the Academics unit mission statement and core values, see
Minimum Qualifications
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.
An equivalent combination of education, training, and experience is acceptable.
Specific knowledge, certifications, and licensure will apply at the position level.
Preferred Qualifications
Previous experience providing academic operations support.
Department
Arts and Sciences, Dean's Office
Pay Rate
Minimum $16.84 hourly. Pay is commensurate with experience and credentials and 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:
Job Open Date
03/29/2023
Posting Close Date
04/09/2023
Job Category
Classified AFSCME 3200 Bargaining Unit appointment
Months
12 month
Planning Unit
College of Arts & Sciences
Work Schedule
Monday – Friday, 8:00am to 5:00pm with hybrid work arrangement possible.
Campus
Athens
Expected hours worked per week
40 hours
Expected duration of assignment
on-going
Applicants may contact this person if they have questions about this position.
Julie Masterson, Employment Coordinator, masterso@ohio.edu
Diversity Statement
Ohio University is proud of its rich history, diverse campuses, international communities, and beautiful Appalachian settings. As part of our ongoing efforts to provide and support a transformative learning experience, we affirm our commitment to fostering a welcoming, respectful, diverse, and inclusive workforce and community. All qualified applicants are encouraged to apply and will receive consideration free from discrimination on the basis of race, color, religion, age, ethnicity, national origin, national ancestry, sex, pregnancy, gender, gender identity or expression, sexual orientation, military service or veteran status, mental or physical disability, or genetic information. Ohio University is an equal access/equal opportunity and affirmative action employer.
Job Information
Employment Type
full-time regular
Job Family/Subfamily
Administrative Services-Generalist
Career Track & Level
TAS 3
Pay Grade
AF3200 |14|
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