Academic Programs Coordinator

PACIFIC UNIVERSITY • Forest Grove, OR

8d • Onsite

About The Position

The Academic Programs Coordinator provides administrative support for the Associate Dean of Academic Programs and the Dean within the College of Optometry. This role supports faculty, administration, staff, and students, and is crucial for the effective operation of the College's academic programs. The position involves managing student academic standing, coordinating schedules, administering evaluations, and facilitating communication between various university departments and stakeholders. The coordinator also plays a key role in supporting faculty and student needs related to academic programs, including accreditation and program governance.

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 applications.
• 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.

Nice To Haves

• Experience in higher education administrative and/or academic program support

Responsibilities

• Manage the Operations of the Office of Academic Programs, including continual management and monitoring of the Academic Standing of every student in the College.
• Communicate student academic progress to relevant individuals/departments such as course instructors, Registrar, International Programs, Business Office, Financial Aid, and Office of Student Support.
• Create and collaborate on the didactic schedule for first through third years each semester, including problem-solving and creative planning to accommodate various schedules and resource availability.
• Build exam schedules, manage supporting logistics for each course, and manage student enrollment into electronic systems (ExamSoft, Box, Moodle).
• Work with the Office of Accessibility and Accommodation on exam proctoring for students with accommodations, including supervising an undergraduate work study student proctor.
• Administer and manage the distribution of course and faculty evaluations and maintain completed evaluations.
• Distribute completed evaluations to relevant faculty, committees, and administration.
• Collaborate with the Registrar’s Office, faculty standing committees, and Dean's Office on catalog changes, including credit hours, new courses, course changes, policy updates, and logistical updates.
• Ensure that any catalog 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 with the facilitation of scheduling for dual degree and degree completion students.
• Supervise the input of faculty evaluation schedules into the electronic evaluation system (Meditrek).
• Collaborate on immunization requirements.
• Work cooperatively with program directors and coordinators (e.g., 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.
• 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 relevant departments.
• Distribute updates and information related to exam software.
• Manage and access classroom and individual testing room cameras.
• Serve as a resource for troubleshooting audio-visual and testing equipment.
• 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.
• Supervise student employees, including hiring, performance appraisals, assigning work, and ensuring training and support.
• Oversee equipment repair for the procedure’s labs and coordinate with outside vendors for equipment repair.
• 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, including program governance support, accreditation support, and communication with various University departments.
• Serve as primary point of contact to students for inquiries related to the Office of Academic Programs for course schedules and program policies.
• Distribute and manage various forms at first-year orientation (e.g., Agreement, Honor Code, Remote Learning Agreement).
• Assist with troubleshooting computer-based course examinations (ExamSoft) and provide orientation for students.
• Work cooperatively with the Associate Dean of Academic Programs in scheduling and coordinating student meetings.
• Support Vision Science Graduate Programs on completing registration for Vision Science students.
• Collaborate with the Vision Science Program Coordinator to monitor logistics in the OD/MS Degree Program.
• Monitor off-track student standing, including coordinating independent study contracts and remediation exams.
• Work cooperatively with the Registrar’s Office to maintain database (Curriculog) for course offerings.
• Support Executive Assistant to the Dean with verification of coursework for graduates and assist with state licensure paperwork.
• Serve as a liaison between other University programs and the College of Optometry on dual degree programs.
• 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 (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 curriculum maintenance and evolution.
• Work cooperatively with the Associate Dean of Academic Programs in the logistics of appointments of part-time academic faculty members.
• Communicate with the College Accounting and Finance department regarding finalized part-time contracts and completed PAFs.
• Assist with communication of academic standing decisions from faculty or administration to students.
• Support administrative staff and faculty with College activities at professional meetings.
• Assist with location, contractual negotiations, catering, classroom technology, and equipment needs for student educational events and faculty development workshops.
• Serve as Liaison for College of Optometry to University Library and Bookstore, facilitating communication regarding booklists and electronic book resources.
• Perform other duties as required.
• Function as a true team member demonstrating collegiality, empathy, respect, and a desire to support other staff, students, faculty, and administrators.

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