This position actively supports academic curricula. We are seeking an independent problem solver who can effectively work with faculty to deliver vital program support. The successful candidate will have strong problem solving skills; finesse in communicating with students, faculty, and staff from diverse communities; commitment to successful customer service; and the ability to exercise independent judgment and recommend effective actions. This position has limited authority to make commitments on administrative policies and procedures, as they relate to academic program administration.
Program Administration (25%)
Serve as academic programs’ and departmental liaison to CDes Student Services, students, and faculty. This position serves as the content expert for the undergraduate program policies and procedures, and is responsible for identifying, initiating, coordinating, and enacting effective practices and procedures.
Anticipate potential scheduling issues; exercise independent judgment in resolving course scheduling issues; serve as a liaison to program directors, CDes academic advisers, Directors of Graduate Studies (DGS), and other administrators to resolve issues and minimize impacts to students.
Manage the registration process for the department. Serve as a resource to students by providing permission numbers for courses and internships. Consult with faculty, Student Services advisers, DGS, and other administrators as appropriate.
Participate in review/revision of the permission numbers process with colleagues in DHA, Student Services, and others as appropriate, aiming for optimal student experience while filling classes efficiently.
Identify concerns for accommodating students and work with program directors and the Department Administrator on unresolved concerns.
Analyze data; prepare reports, and bring trends and patterns to Department Administrator’s attention. Recommend solutions.
Cooperate college-wide to continually improve processes for updating CDes curricula, scheduling classes, supporting portfolio reviews, and otherwise ensuring optimal delivery of collegiate academic programs.
Course Scheduling Management (40%)
Author and maintain database of all program course scheduling. Manage scheduling of physical spaces for classes, to ensure appropriate spaces are available for teaching. Consult with Department Administrator regarding significant issues of concern.
Serve as content expert for policies and procedures related to the PeopleSoft System (Curriculum Management modules, including Collaborative Class Scheduling (CCS), Electronic Course System (ECS), Electronic Course Authorization System (ECAS), and Program Course Authorization System (PCAS). Keep informed about University, College, department, and program policies, regulations, procedures, and practices; inform faculty and staff.
Take the initiative to integrate schedules, identifying and resolving scheduling conflicts with all undergraduate and graduate programs to ensure that courses are available to students; escalate problems to Department Administrator as appropriate.
Responsible for ensuring accuracy of data entered into ECAS, CCS, and PCAS, confirming all aspects of department’s annual course offerings are scheduled prior to University deadlines; update course information and curricula changes in ECAS.
Ensure course scheduling is current for all departmental courses (using Microsoft Access database). Schedule in PeopleSoft using data from the department’s Access database.
Work with the Office of Classroom Management to resolve scheduling issues.
Serve as liaison between and among department, College, and University offices for course scheduling issues; notify directors of undergraduate program (DUGS), directors of graduate studies (DGS), and Department Administrator of emerging trends, enrollment issues, etc.
Curriculum Management (25%)
Serve as liaison to undergraduate program directors and DGS by coordinating department curriculum committee meetings, including document management, gathering agenda items, and communicating changes.
Serve as the institutional knowledge expert for the undergraduate programs’ policies and procedures; facilitate knowledge sharing. This position is key to educating program directors, who rotate on a three-year basis.
Initiate problem-solving process to resolve concerns, project future needs, etc. Advise faculty on processes and forms related to additions and changes to curricula.
Document approved proposals, update ECAS and PCAS systems, and manage related documents using the Workflow Gen system.
Communicate with the CDes curriculum committee coordinator about any changes that are not yet reflected in the automated document processing system, Workflow Gen.
Update scheduling systems with curriculum changes as they are approved.
Academic Program Administration (10%)
Oversee the portfolio review process, including but not limited to: communicate with faculty, advisers, and the registrar; update portfolio review application documents; review student applications to determine eligibility for portfolio review; communicate portfolio review information and scheduling to students; schedule rooms and facilitate preparations for day of review; assist students with issues during setup/takedown process; write portfolio review decision letters; assign faculty advisers. Update the administrative responsibilities for the portfolio review process.
Assist Department Administrator, Head, DGS, and program directors with researching and collecting data; writing, drafting, reviewing and editing reports; etc., and compiling information and other material as directed.
Assist with maintaining records of department activities for audit and accreditation purposes. Coordinate the logistics for accreditation visits with faculty and students; ensure required data and other materials are prepared to ensure a successful re-accreditation.
Maintain data on enrollment, student graduation, and pedagogical needs regarding the evaluation and success of DHA undergraduate programs and other assigned department initiatives.
Facilitate the timely collection and filing of summer-semester course syllabi; maintain records.
As a member of the department administrative and operational team, complete department projects needing immediate attention; provide back-up reception support and other department staff support as needed in times of overload, absence, or turnover.
Professional Development & Service
Other duties as assigned.
Salary Range: $36,000-$45,000/annually--depending upon qualifications
High School diploma/GED and at least five years related administrative experience to include project management. Coursework in a related field may substitute for some years of experience.
Minimum of two years project management experience
Evidence of problem-solving skills and exercising independent judgment
Customer service experience
Strong organizational skills, attention to detail, and time management
Ability to work productively, professionally, and collaboratively with department constituents, faculty, staff, and students from diverse communities
Demonstrated experience with MS Word, PowerPoint, Excel and the ability to use MS Access
Two or more years working with students or in a student-support role
Three or more years of progressively more responsible experience
Expertise in database management and analysis
Demonstrated experience in MS Access
Previous experience in a higher-education setting
University system experience with ECAS, PCAS, APAS, PeopleSoft, UM Reporting Center
Demonstrated excellent customer service skills
Demonstrated high-level communication skills, including oral and written to multiple audiences
Ability to explain complex policies in easy-to-understand language
Demonstrated discretion and ability to maintain confidentiality
Ability to work independently, creatively, and collaboratively in a fast-paced environment, and to prioritize multiple tasks
Evidence of self-initiative to manage cyclical workload
Internal Number: 334666
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.