Academic Support Specialist

About the role

The Academic Support Specialist provides comprehensive administrative support for the Department of Film and Media Arts, including academic scheduling, financial operations, facilities coordination, and faculty and student services, working closely with the director to ensure effective day-to-day operations of the department.

Responsibilities

• Academic Support: Manage class scheduling, schedule final exams and other classroom and studio assignments as needed.
  • Provide comprehensive support for processing approved curriculum changes and catalog updates, and coordinating date, time, and room (DTR) changes as well as enrollment restrictions.
  • Work with faculty leadership to establish course plans each semester.
  • Enter and maintain class sections (including summer sessions), verifying accurate posting of all course-related information to MySlice.
  • Actively monitor enrollment throughout early registration and registration periods.
  • Collect all course syllabi from department faculty each semester, and part-time faculty performance evaluations each year, and submit both to the VPA Office of Academic Affairs.
  • Aid in the completion of faculty load worksheets and report regular updates to the VPA Office of Academic Affairs.
  • Review with the chair to maximize space and faculty workload.
  • Aid students with curricular needs including course overrides, late adds, and substitutions.
  • Serve as a resource for faculty, staff and students.
  • Maintain knowledge of and provide support for PeopleSoft, MySlice, OnBase, Blackboard, SLATE and class scheduling and class enrollment.
  • Schedule and attend faculty meetings to take minutes.
• Financial Support: Assist the VPA Office of Budget & Operations and the chair to support aspects of the unit budget, including payroll approvals, employee reimbursements, external and internal contracts, e-procurement, pro-card reconciliations, and related transactions.
  • Facilitate all travel arrangements for faculty and visiting artists.
  • Work with the chair to facilitate all personnel transactions, processes and communication, both internal and external.
  • Participate in department and college-wide events as assigned.
• Facilities Support: Serve as the building manager for the Shaffer Art Building and assist with scheduling instructional spaces.
  • Cook up and checkout of departmental spaces, including editing suites, the green screen room, the cinematography studio, and other departmental facilities.
  • Coordinate with the Equipment Cage Manager to coordinate equipment and space needs as required.
  • Coordinate with appropriate offices for maintenance and repairs.
  • Coordinate building hours and card access.
• Other Duties: Lead and direct administrative activities in the Department of Film and Media Arts, including the hiring and management of temporary employees, work-study students, and other staff as needed, and the processing of payroll.
  • Manage the chair’s calendar to meet deadlines and ensure the timely completion of initiatives.

Qualifications

• Bachelor’s Degree or equivalent combination of education and work experience.
• Considerable prior experience in administrative work.
• Academic background/expertise is preferred.
• High level of organization skills, able to prioritize.
• Excellent written and oral communication.
• Proficiency in Word/Excel, Outlook.
• Knowledge of PeopleSoft is preferred.