Academic Affairs Specialist I

Primary Purpose
The Academic Affairs Specialist I supports the Office of Academic Affairs by collecting managing and analyzing academic information; conducting audits; overseeing exam proctoring and tutoring operations; ensuring academic compliance; and providing high-quality service to students faculty staff and administrators. The specialist also assists academic committees maintains academic records and calendars interprets academic policies and collaborates with multiple campus offices.

Essential Functions
Provides exam support manages COVID protocol procedures and serves as a Zoom proctor following up with students and faculty to arrange accommodations and makeup exams. Serves as a liaison to Student Services for Disabilities ( SSD ) and collaborates with faculty and the SSD Director to ensure compliance with Section 504 of the Rehabilitation Act of 1973. Manages all aspects of exam proctoring including creating seating charts coordinating proctoring instructions with faculty and arranging makeup exam scheduling and proctor coverage. Provides ExamSoft support and troubleshooting for faculty and staff. Conducts syllabi compliance audits in Canvas and the Provosts Syllabi Repository and maintains a complete list of course syllabi distributed each term. Analyzes academic records to determine each students academic status and prepares reports summarizing academic standing. Assists with academic audits by reviewing student registration and academic information analyzing records for PharmD degree certification confirming course articulations and academic verifications and auditing commencement lists in coordination with the Marketing Department and Registrars Office. Manages and prepares student verification letters in collaboration with the Associate Dean for Academic Affairs. Collaborates with the Program Manager for Academic Affairs and Enrollment and other OAA staff to provide data and identify longitudinal trends for student cohorts. Manages the Rho Chi Tutoring Program by creating EPAFs verifying timesheets and overseeing tutor operations. Provides staff support for academic committees including the Assessment and Curriculum Committees. Serves as the budget manager for the Office of Academic Affairs. Maintains non-academic calendars within the unit and coordinates facility scheduling for non-academic meetings and events using EMS . Collects academic and related data from systems such as Banner and OnBase resolves deficiencies and requests updates or additional information as needed. Serves as a point of contact for students and provides guidance on academic policies and procedures while directing them to appropriate resources. Communicates academic policy information to faculty and staff regarding petitions registration overrides and processes within the learning management system and SharePoint. Cross-trains to support other office functions and provides primary or backup support as needed. Coordinates and tracks faculty development events. Performs other duties as assigned or requested. University of the Pacific recognizes that diversity equity and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of and responsiveness to the ways socio-cultural forces related to race gender ability sexuality socio-economic status etc. impede or propel students faculty and staff.

Minimum Qualifications
Two (2) years of work experience in programs/administrative coordination preferred. High School Diploma or GED Advanced proficiency in MS Office suite

Preferred Qualifications
Bachelors degree Two (2) years of work experience in an educational setting. Must be service-oriented and have strong interpersonal skills. FERPA Training or Certification. Familiarity with academic program policies and procedures in higher education. Willingness and ability to work well with others; work as a collaborative team member; and share ideas knowledge and information with others. Effective verbal written and electronic communication skills. Ability to analyze organize and prioritize tasks. Ability to work independently asking for guidance when appropriate. Ability to adapt to new and changing technology policies and procedures. Willingness to learn. Ability to interpret and communicate policies and procedures to a variety of constituents. Experience and sensitivity in working with people of diverse backgrounds and cultures. Demonstrated experience in advancing social justice equity and inclusion in a university setting. Ability to engage and integrate culturally responsive practices and knowledge in their work.

Work Schedule
Work is performed during standard hours; Additional hours may be required to meet business needs or deadlines.