Academic Program Specialist-Part time

Towson University•Towson, MD

About The Position

Academic initiatives duties for OCFA: Supports the Director of OCFA with administrative processes involved in the OCFA initiatives. Supports the Director of OCFA with administrative processes involved in the OCFA programs including academic year and/or summer student research fellowships programs. Communicates with the Office of Financial Aid, Payroll Office, Accounts Payable, Business Travel Office, Events and Conference Services, Student Housing, Postal Services, Printing Services, and Auxiliary Services for the purpose of administering programs. Performs other administrative and clerical duties (packing, mailing, attend info sessions etc.,) or as assigned by the Director. Collects and compiles applicant information through online forms in close coordination with the Director of OCFA. Reviews applications for completeness and manages routine communication about application process with student applicants and their faculty mentors. Administrative Duties: Reserves appropriate venues for OCFA events. Communicates with Events and Conference Services, with Aramark Catering, and with University Parking regarding the needs of the events. Rearranges light classroom furniture (tables and chairs), prepares audio/visual equipment and organizes catering for events including set-up and take down as needed. Maintains good standing as Procurement Card holder and Diners Card holder with the University and completes the necessary reallocation and reconciliation paperwork. Cooperates with administrative staff of academic departments to complete the necessary paperwork for expenses related to student research and directors' travel. Facilitates all OCFA purchasing. Serves as Cost Center Manager for OCFA. Act as an OCFA representative for the Office of Human Resources to assist onboarding of student workers by completing the necessary paperwork. Manages access to, and upkeep of, OCFA space at the Undergraduate Research Center. Submits and tracks equipment and maintenance requests for the office. Data recording and processing duties for OCFA: Monitors application processes for OCFA initiatives, compiles applications received through online form and forwards to the appropriate decision-making committees. Maintains and updates mailing lists for faculty and students. Keeps systematic records of student participation and outcomes. Responds to requests from university units for data related to OCFA. Assists in preparing data for reports. Tracks, analyzes, and reports on student participation data in OCFA programs. Cooperates with the Office of Institutional Research to gather academic and demographic data about students. Creates periodic reports for assessment and evaluation purposes. Communications duties for OCFA: Responds to email, telephone, and in-person inquiries which may or may not require technical program knowledge, and refers questions to appropriate personnel. Edits, formats, and revises a variety of documents and materials created by others (i.e., emails/letters, PowerPoint presentations, etc.). Proofreads for grammatical, typographical, and basic content errors. Manages the permissions for the OCFA cloud-based drives as assigned (SharePoint, OneDrive, etc.). Manages the permissions for OCFA email groups. Edits and updates web pages for OCFA, proofreads information for grammatical, typographical, and content errors. Creates and posts informational flyers about OCFA events and scholarships in the Undergraduate Research Center and other academic buildings across campus as directed by OCFA director. Timely communication with OCFA director about day-to-day tasks. Marketing duties for OCFA: Creates documents to advertise the programs, events, and student achievements to current and incoming students, as well as to faculty. Compiles student mailing lists to advertise the opportunities, working collaboratively with the appropriate Student Affairs programs. Distributes hard copies around the campus, when appropriate; posts electronic announcements in TU Today and on university electronic signs. Schedules, organizes and attends tabling events for OCFA. Coordinates with TU Marketing & Communications regarding information and scheduling for university news stories highlighting students' achievements as assigned by the OCFA director.

Requirements

Bachelor’s Degree and one year of administrative staff work.
The selected candidate must have skill in various computer software packages, such as word processing, spreadsheets, database, and presentation programs, internet, email and calendaring software.
The candidate should possess advanced office skills including excellent communication skills and have the ability to work independently; manage the scheduling of large university-level events; interact with students, staff, and faculty at all levels courteously and efficiently; plan, organize, prioritize, and execute multiple complex and continuing assignments without instruction.
Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis, with 30 college credits being equivalent to one year of experience.
A Criminal Background Investigation is required for the hired candidate, and the results may impact employment.

Responsibilities

Supports the Director of OCFA with administrative processes involved in the OCFA initiatives.
Supports the Director of OCFA with administrative processes involved in the OCFA programs including academic year and/or summer student research fellowships programs.
Communicates with various offices for the purpose of administering programs.
Performs other administrative and clerical duties or as assigned by the Director.
Collects and compiles applicant information through online forms in close coordination with the Director of OCFA.
Reviews applications for completeness and manages routine communication about application process with student applicants and their faculty mentors.
Reserves appropriate venues for OCFA events.
Communicates with Events and Conference Services, with Aramark Catering, and with University Parking regarding the needs of the events.
Rearranges light classroom furniture (tables and chairs), prepares audio/visual equipment and organizes catering for events including set-up and take down as needed.
Maintains good standing as Procurement Card holder and Diners Card holder with the University and completes the necessary reallocation and reconciliation paperwork.
Cooperates with administrative staff of academic departments to complete the necessary paperwork for expenses related to student research and directors' travel.
Facilitates all OCFA purchasing. Serves as Cost Center Manager for OCFA.
Act as an OCFA representative for the Office of Human Resources to assist onboarding of student workers by completing the necessary paperwork.
Manages access to, and upkeep of, OCFA space at the Undergraduate Research Center.
Submits and tracks equipment and maintenance requests for the office.
Monitors application processes for OCFA initiatives, compiles applications received through online form and forwards to the appropriate decision-making committees.
Maintains and updates mailing lists for faculty and students.
Keeps systematic records of student participation and outcomes.
Responds to requests from university units for data related to OCFA.
Assists in preparing data for reports.
Tracks, analyzes, and reports on student participation data in OCFA programs.
Cooperates with the Office of Institutional Research to gather academic and demographic data about students.
Creates periodic reports for assessment and evaluation purposes.
Responds to email, telephone, and in-person inquiries which may or may not require technical program knowledge, and refers questions to appropriate personnel.
Edits, formats, and revises a variety of documents and materials created by others (i.e., emails/letters, PowerPoint presentations, etc.).
Proofreads for grammatical, typographical, and basic content errors.
Manages the permissions for the OCFA cloud-based drives as assigned (SharePoint, OneDrive, etc.).
Manages the permissions for OCFA email groups.
Edits and updates web pages for OCFA, proofreads information for grammatical, typographical, and content errors.
Creates and posts informational flyers about OCFA events and scholarships in the Undergraduate Research Center and other academic buildings across campus as directed by OCFA director.
Timely communication with OCFA director about day-to-day tasks.
Creates documents to advertise the programs, events, and student achievements to current and incoming students, as well as to faculty.
Compiles student mailing lists to advertise the opportunities, working collaboratively with the appropriate Student Affairs programs.
Distributes hard copies around the campus, when appropriate; posts electronic announcements in TU Today and on university electronic signs.
Schedules, organizes and attends tabling events for OCFA.
Coordinates with TU Marketing & Communications regarding information and scheduling for university news stories highlighting students' achievements as assigned by the OCFA director.