Undergraduate Studies Coordinator

Performs detailed complex coordination and administrative tasks for the College of Arts and Sciences Deans Office. Assists the Associate Dean and Assistant Deans of Undergraduate Studies in all aspects. Is responsible for coordination communication and marketing activities and events for Learning Communities and Undergraduate Studies. Liaises with other offices on campus to program. Collaborates with the Undergraduate Studies Learning Communities teams to support faculty students and staff in the Living Learning (LLC) and Transfer Learning Communities (TLC) programs.

Duties and Responsibilities:

Undergraduate Studies Coordination:

• Coordinates with the Associate Dean academic onboarding for incoming students in fall and spring.
• Coordinates and attends meetings with campus partners for firstyear and transfer processes throughout the entire year.
• To support first year experiences for students coordinates LLC course and housing placements with Residential Life.
• Maintains and updates new student advising questionnaires for academic onboarding.
• Communicates with faculty advisors and professional advisors in the undergraduate units throughout the firstyear scheduling process.
• Creates and maintains manuals for faculty for summer scheduling and LLC advising.
• Implements plans faculty development training and other events cosponsored by Undergraduate Studies and Learning Communities offices.
• Supports Associate Dean with faculty applications and tracking compensation for LC courses and Faculty Integration Coordinators.
• Supports Associate Dean administratively with curricular and enrollment management including Census tracking and LC courses.
• Oversees the input of data from Learning Community Surveys into Qualtrics.

Undergraduate Student Support:

• Maintains the official university database for AP/IB/CLEP scores including updating tables and websites.
• Coordinates and administers official notifications to students in mail merges including highly confidential letters such as disqualification academic notice / probation reinstatement readmittance and academic integrity letters.
• Coordinates hearings for grade grievances and academic integrity in collaboration with the Special Assistant to the Associate Dean.
• Maintains the Colleges online database (i.e. Maxient) for Academic Integrity.
• Surveys faculty for the last date of class student attendance for tuition refunds Faculty Alert Outreach (FAO) wellnesschecks and general academic support.

Events and Communication:

• Plans implements and attends Undergraduate Studies College of Arts and Sciences and College Academic District events connected to the mission in collaboration with the Associate Dean and Assistant Deans.
• Schedules meeting for the Associate Dean and Assistant Deans as needed.
• Supports the Associate Dean and the Creative Manager who organize the annual New Student Convocation.

Administrative Support:

• Manages communication with other campus and community partners on campus with collaborative efforts in Undergraduate Studies from Advisors Assistant and Associate Deans.
• Review and manage incoming emails from students and forwards to appropriate partner.
• Coordinates communication efforts for the College Deans Office.
• Supports the College of Arts and Sciences Deans Office the College Academic District and the Learning Communities Office as needed.
• In collaboration with the Deans office executive assistant supports the reception process and front desk staffing as needed.
• Supervises the training of work study students so that they are familiar with Department University and the College Deans Office policies and procedures.
• Performs other duties as assigned.

Special Conditions of Employment:

Background check: Successful completion of a preemployment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Minimum Qualifications:

• Bachelors Degree and two years of office work experience OR High School Diploma and four years of office work experience required
• Above experience must include one year of experience in general office coordination and/or event planning.

Preferred Qualifications:

• Advanced computer skills in Microsoft Office (all applications) website maintenance and Salesforce preferred.

Performance Expectations Knowledge Skills andAbilities:

• Take responsibility for dealing appropriately with problems exercising independent judgment and making decisions while engaging with diverse personalities and demographics.
• Implement skills for organizing and managing concurrent projects prioritizing workload and meeting tight deadlines.
• Excellent professional written verbal proofreading and communication skills.
• Develop and use empathetic listening skills communicate with clarity and maintain an attitude that conveys respect assistance honesty and resourcefulness.
• Cooperate as a team to support the mission of Undergraduate Studies and the College of Arts and Sciences Deans Office.
• Demonstrate flexibility and versatility to respond to evolving work situations.
• Establish and maintain strong working relationships with colleagues staff administrators students and the general public.
• Knowledge of and ability to learn multiple software platformsSalesForce Cascade Banner Excel project management software MySanDiego portal Qualtrics Maxient.
• Thorough knowledge of general office practices and procedures.

Hours: 37.5 hours per week

Closing date:Open until filled