Academic Affairs Specialist II

University of the Pacific•Stockton, CA

23h

About The Position

The primary purpose of this position is to support the Office of Academic Affairs by managing student academic records, academic data reporting, registration and graduation audits, and academic scheduling systems. The role ensures accurate data maintenance, supports advising and academic standards processes, maintains compliance with FERPA and HIPAA , and provides administrative and operational support to faculty, students, and academic leadership. Supports Office of Academic Affairs ( OAA ) operations, including reconciliations; creation and maintenance of listservs; maintenance of standardized OAA letter templates by term; processing student petitions, course overrides; updating the student handbook; and supporting faculty development events. Assists in maintaining academic scheduling and room data in the Event Management System ( EMS ). Maintains and updates student rosters, including changes to student status, expected graduation year, grades, and other academic records. Prepares and maintains student grade reports; issues early alert notifications; and schedules meetings with the Associate Dean as needed. Conducts course registration, progression, and commencement audits. Prepares academic plans and reports for modified progressors; maintains lists of students awaiting remediation or deferred disqualification; and supports the needs of the Academic Standards Committee ( ASC ), Registrar, Financial Aid, and Student Accounts offices. Collects and analyzes student data from Argos, Banner, and other databases at the end of each term; prepares and maintains tracking reports for D and F grades, modified progressors, leaves of absence ( LOA ), withdrawals, status changes, and academic progression. Assists with the assignment of PharmD advisees to faculty advisors and updates assignments in Banner. Maintains and follows standard operating procedures in accordance with position requirements. Ensures compliance with FERPA and HIPAA regulations in the handling of confidential student information. Cross-trains and provides backup support for other office functions as needed. 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.

Requirements

Bachelor’s degree or two (2) years of full-time experience in the same or similar position is equal to one (1) year of completed post high school education coursework.
Two (2) years of work experience in academic programs/administrative coordination.

Nice To Haves

Advanced proficiency in Microsoft Office Suite with strong Excel skills.
Three (3) years of work experience in academic programs/administrative coordination.
Experience with data analytics and reporting tools (e.g., Argos, Tableau, Power BI, or similar platforms). database management, event, and/or scheduling software.
Ability to analyze, organize, and prioritize tasks, with solid organizational and communication skills.
Service oriented and have strong interpersonal skills: willingness and ability to work well with others; work as a collaborative team member, share ideas, knowledge, and information with others using effective verbal, written, and electronic communication skills
FERPA Training or Certification.
Familiarity with academic program policies and procedures in higher education.
Ability to work independently, asking for guidance when appropriate.
Ability to adapt to new and changing technology, policies, and procedures; willingness and ability to learn other computer programs.
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.

Responsibilities

Supports Office of Academic Affairs ( OAA ) operations, including reconciliations; creation and maintenance of listservs; maintenance of standardized OAA letter templates by term; processing student petitions, course overrides; updating the student handbook; and supporting faculty development events.
Assists in maintaining academic scheduling and room data in the Event Management System ( EMS ).
Maintains and updates student rosters, including changes to student status, expected graduation year, grades, and other academic records.
Prepares and maintains student grade reports; issues early alert notifications; and schedules meetings with the Associate Dean as needed.
Conducts course registration, progression, and commencement audits.
Prepares academic plans and reports for modified progressors; maintains lists of students awaiting remediation or deferred disqualification; and supports the needs of the Academic Standards Committee ( ASC ), Registrar, Financial Aid, and Student Accounts offices.
Collects and analyzes student data from Argos, Banner, and other databases at the end of each term; prepares and maintains tracking reports for D and F grades, modified progressors, leaves of absence ( LOA ), withdrawals, status changes, and academic progression.
Assists with the assignment of PharmD advisees to faculty advisors and updates assignments in Banner.
Maintains and follows standard operating procedures in accordance with position requirements.
Ensures compliance with FERPA and HIPAA regulations in the handling of confidential student information.
Cross-trains and provides backup support for other office functions as needed.
Performs other duties as assigned or requested.