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University of Utah Coordinator, Academic in Salt Lake City, Utah

Open Date 02/10/2020

Requisition Number PRN23107B

Job Title Coordinator, Academic

Working Title Coordinator, Academic

Job Grade C

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 30

Full Time or Part Time? Part Time

Shift Day

Work Schedule Summary

VP Area Academic Affairs

Department 01400 - Center for Science& Math Educ

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 14.42 - 19.22

Close Date

Open Until Filled Yes

Job Summary

Under minimal supervision, incumbent will oversee and coordinate a variety of departmental academic and student programs, which may include payroll, budgeting and/or complex program or record keeping responsibilities under the supervision of the Associate Director for Equitable Instruction and Clinical Support at the Center for Science and Mathematics Education ( CSME ). The CSME’s mission is to empower students from all backgrounds to succeed in science and math by 1) enhancing the quality and equity of K-12 math and science instruction in Utah, 2) promoting the academic success and career readiness of undergraduate students in math and science at the University of Utah, and 3) increasing access for K-12 students to high-quality math and science experiences at the University of Utah. The Academic Coordinator’s work may include supporting some or all of the following CSME programs: Learning Assistant Program, Master of Science for Secondary School Teachers ( MSSST ), Elementary STEM Endorsement ( ESE ), Teacher Leadership Cohort, and other programs as assigned. CSME programming is dynamic, and the incumbent may be asked to support additional initiatives as they emerge. A complete list of CSME programs is available at https://csme.utah.edu/about-csme/programs/.

Responsibilities

1. Provides clerical support, as needed, including scholarship forms, scheduling appointments, participating in faculty and departmental meetings, transcribing minutes, responding to phone calls, typing correspondence; making arrangements for meeting space, catering, reservations, honorariums, advertisements, etc.

2. Processes and coordinates program applications by communicating with students/participants, setting up interviews, arranging faculty contacts, managing all incoming supporting documents; trouble-shooting the application process as needed, working with admissions and registrations. May participate in advertising/recruiting activities.

3. Acts as liaison with faculty, administrators, students and committees on procedural matters relating to these programs; acts as primary point of contact for public and student inquiries about the programs.

4. May set up courses across campus departments as needed; may match students with faculty members for committees and research opportunities.

5. Conveys course/program information to students/participants; assists students selecting/enrolling in appropriate classes; may review student records for graduation requirement approval; may provide scholarship information to students.

6. Sends out, retrieves and compiles evaluations on students, faculty members, and programs.

7. Prepares records and maintains files on all activities relating to student and academic programs; tracks participants/attendance and progress toward graduation. Compiles program data (student and program success indicators, Praxis scores, alumni tracking, etc.)

8. May coordinate/track scholarship awards and program-related payments; may process scholarships, stipends, and invoices.

9. May record and monitor expenditures, reconcile account/s, estimate future needs/requirements for departmental budget; issue contracts.

10. Makes schedules for student presentations, conferences, classes, faculty and departmental meetings, orientation events, etc.; plans and coordinates social events.

11. Will serve as a department payroll reporter. Will track department payroll expenses and ensure labor costs are charged to correct accounts.

12. Problem-solves on a daily basis, including: balances all of the details and tasks associated with coordinating complex programs; ensures fiscal and academic records are accurate and meet university and federal regulations; makes arrangements and schedules meetings and appointments that require participants from many locations, follows-through on delegated tasks and ensures proper documentation for committees and boards; interfaces tactfully with faculty, students and others in resolving problems.

• This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking.

Seldom: Bending, reaching overhead.

Minimum Qualifications

Four years of administrative and/or secretarial experience, preferably in an academic setting, or equivalency; the ability to work independently and pay close attention to detail; demonstrated human relations, communication and organizational skills; and a commitment to provide excellent customer service required. Accounting skills may also be required by some departments.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

• BS degree in a related discipline.

• Proven ability to work independently and build strong relationships with partners

• Competent in Excel and able to reliably enter and track data

• Proven attention to detail and ability to multi-task and prioritize

• Proven ability to learn new systems and software

Type Benefited Staff

Special Instructions Summary

The CSME wishes to fill this position quickly. Early applications are encouraged and will be reviewed immediately upon receipt. Ideal start date is May 1 (with some flexibility).

Additional Information

The University of Utah is an Affirmative Action/Equal Opportunity employer and is committed to diversity in its workforce. In compliance with applicable federal and state laws, University of Utah policy of equal employment opportunity prohibits discrimination on the basis of race or ethnicity, religion, color, national origin, sex, age, sexual orientation, gender identity/expression, veteran’s status, status as a qualified person with a disability, or genetic information. Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities, and protected veterans are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law.

To inquire about this posting, email: employment@utah.edu or call 801-581-2300. Reasonable accommodations in the application process will be provided to qualified individuals with disabilities. To request an accommodation or for further information about University AA/EO policies, please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/ TDD ), email: oeo@umail.utah.edu .

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.This position may require the successful completion of a criminal background check and/or drug screen.

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