Academic Programs Coordinator

PACIFIC UNIVERSITY • Forest Grove, OR

3d • Onsite

About The Position

The Academic Programs Coordinator provides administrative support for the Associate Dean of Academic Programs and the Dean. This position supports the faculty, admin, staff, students, and the educational programs within the College of Optometry as well as suggests improvements to meet the College’s academic objectives. Works cooperatively with the Associate Dean of Academic Programs and the Dean in facilitating and ensuring communication between the administration, students and faculty. This position description is not intended to be all-inclusive and will likely have additional responsibilities as required.

Requirements

• Bachelor’s degree or equivalent combination of education and experience.
• Experience in higher education administrative and/or academic program support preferred
• Proven accuracy, thoroughness, timeliness, attention to detail and sense of urgency in meeting responsibilities and established deadlines
• Experience working with PC computers and MS applications (Excel, Access, Word), especially database application.
• Communicates with students, faculty, staff and the public appropriate to the age of the individual served.
• Builds on basic learning and carries it from one situation to another.
• Demonstrates critical thinking skills in problem solving and decision-making.
• Asks questions and seeks assistance.
• Takes responsibility to eliminate the source of problems.
• Strict adherence to the principles of confidentiality regarding information pertaining to all students, faculty and staff – including but not limited to FERPA, HIPAA, and other laws.
• Maintains proper appearance and personal conduct for the employee’s particular job.
• Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with customers of diverse ethnic and cultural backgrounds.
• Demonstrates ability to work in a team environment.

Responsibilities

• Manage the Operations of the Office of Academic Programs: Continual management and monitoring of the Academic Standing of every student in the College, including graduate (i.e., MS, PhD) and bachelor (i.e., BSVS) degrees. Communicate progress to relevant individuals/departments – including but not limited to course instructors, Registrar, International Programs, Business Office, Financial Aid, Office of Student Support. Create and collaborate with the Associate Dean of Academic Programs and the Academic and Clinical Support Coordinator the didactic schedule for first through third years each semester. Include problem solving and creative planning to accommodate the various faculty, student, and clinic schedules with considerations for classroom and lab availability. Build exam schedules, creating and managing the supporting logistics for each course (i.e., Box folders), and managing the enrollment of students into electronic systems (i.e., ExamSoft, Box, and Moodle) each semester. Work with the Office of Accessibility and Accommodation on exam proctoring of College of Optometry students with accommodations, including hiring and supervising an undergraduate work study student proctor. Administer and manage the distribution of course and faculty evaluations to each student in the OD and Vision Science Program and maintain completed evaluations. Distribute completed evaluations to relevant faculty member, faculty standing committees (i.e., Faculty Development Committee, Curriculum Committee), and administration upon request. Collaborate with the Registrar’s Office, relevant faculty standing committees, the Dean’s Office, Academic Programs, and/or Clinical Programs on any faculty or program approved catalog changes. This includes but is not limited to credit hours, new courses, course changes, policy updates, and logistical updates to the upcoming catalog. Ensures that any updates are implemented into the College curriculum. Work cooperatively with the Academic and Clinical Support Coordinator to assist with programmatic duties. Management of off-track student registration. Assist the facilitation of scheduling of dual degree (OD/MS, OD/MEdVFL, OD/MBA) and degree completion (BSVS) students Supervise the input of faculty evaluation schedules into the electronic evaluation system (i.e., Meditrek). Collaborate on immunization requirements. Work cooperatively with the program directors and coordinators (i.e., Vision Science Program). Serve as in-house coordinator and point of contact for room use and scheduling. Maintain and access filing systems for the Office of Academic Programs’ student files from the Registrar’s Office. Pull transcripts and/or Admissions files for academic or conduct reviews. Manage classroom and lab audio-visual equipment and educational materials and technology. Order and facilitate installation of equipment and materials in coordination with the Dean’s Office, UIS, Facilities, outside vendors, or other relevant departments. Distribute updates and information related to exam software. Manage and access classroom and individual testing room cameras (i.e., Rhombus). Serve as a resource for troubleshooting. Communicate with the Registrar’s Office to update enrollment of remediation, retakes, course substitutions, and independent study contracts Communicate with Financial Aid and the Business Office about off-track student tuition throughout the academic year. Supervise student employees to include hiring, conducting performance appraisals, assigning work responsibilities, and ensuring appropriate training and support of lab supply monitors and equipment repair technicians. Oversee equipment repair for the procedure’s labs. Coordinate with outside vendor for equipment repair in labs. Work cooperatively with the Associate Dean of Academic Programs and Executive Assistant to the Dean on the College of Optometry calendar. Assist with preparation of Accreditation documents relative to the Office of Academic Programs Provide support for College administrators, faculty, and students as needed. Includes but not limited to program governance support, accreditation support, communication with various University departments, and duties as assigned.
• Student Support: Serve as primary point of contact to students for inquiries related to the Office of Academic Programs for course schedules, program policies; provides guidance and coordinate referrals when appropriate. Distribute and manage the College of Optometry Agreement, Honor Code, Remote Learning Agreement, Remote Test Taking, and Media Release, and other relevant forms at first year orientation. Assist with troubleshooting computer-based course examinations (i.e., ExamSoft) including an orientation for students the first week in the Fall semester. Work cooperatively with the Associate Dean of Academic Programs in scheduling and coordinating student meetings. Support, as needed, Vision Science Graduate Programs on completing registration for Vision Science students, including MS, PhD, and other relevant degrees. Collaborate with the Vision Science Program Coordinator to monitor the logistics in the OD/MS Degree Program when creating student and faculty schedules. Monitor off-track student standing. This includes, but is not limited to coordinating the development of independent study contracts, coordination of remediation exams with students and faculty, and communicating progress with appropriate individuals. Works cooperatively with the Registrar’s Office to maintain database (i.e. Curriculog) for course offerings in preparation for student registration. Supports Executive Assistant to the Dean with requests for verification of coursework for College of Optometry graduates and assist graduates with state licensure paperwork. Serves as a liaison between other University programs and the College of Optometry on dual degree programs.
• Faculty Support Serve as primary point of contact to faculty for inquiries related to course schedules, final examination schedules, textbook/equipment requests and classroom coordination. Assist with troubleshooting the preparation and/or delivery of computer-based course examinations (i.e. ExamSoft administrator). Work cooperatively with the Associate Dean of Academic Programs and Office of Student Support to conduct midterm reviews. Work cooperatively with the Associate Dean of Academic Programs, Curriculum Committee and Executive Assistant to the Dean in the process of maintenance evaluation and evolution of the curriculum. Work cooperatively with the Associate Dean of Academic Programs in the logistics of appointments of part-time academic faculty members for classroom and laboratory instruction. This includes logistics related to contracts and new part-time faculty on-boarding. Communicate with the College Accounting and Finance department the finalized part-time contracts and completed PAF. Assist with communication of academic standing decisions from the faculty or administration to the student.
• Public and Professional Relations: Support administrative staff and faculty with College activities at on-site and off-site professional meetings as needed. Assist with location, contractual negotiations, catering, classroom technology and equipment needs, brochures and promotional material for student educational events and faculty development workshops. Serves as Liaison for College of Optometry to University Library and Bookstore: Facilitate communication between faculty and University Bookstore Manager regarding booklist. Work cooperatively with University Library staff on electronic book resources for faculty and students.
• Perform other duties as required
• Function as a true team member demonstrating collegiality, empathy, respect, and a desire to support other staff, student, faculty, and administrators of the program

Benefits

• Generous paid time off (for vacation, holidays—including winter break—and sick leave)
• Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
• Comprehensive dental and vision plans
• Generous retirement contribution after one year of service with no match required
• Free mental health appointments
• Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
• On-campus benefits, including free access to our sports facility and library
• Discounts on campus food, bookstore purchases, clinic services, and outdoor program gear rentals (including kayaks, snowshoes, and bikes)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree