Academic Support Services Administrator

Saint Vincent College•Latrobe, PA

About The Position

The Academic Support Services Administrator provides ongoing Student Services for academic administration, helping establish a strong relationship between students and facilitating an ongoing academic relationship with students, academic faculty, and administration. The position is the lead agent on all aspects of academic progression from new student orientation through to graduation, including program progress, administrative advising, registration, and enrollment management for graduate-level programs, certificates, and Master of Arts degrees. This role ensures the intentional integration of the program's goals into all stages of the student experience, from admissions through graduation.

Requirements

Bachelor’s degree.
Minimum of 3-5 years of experience in higher education administration, student services, or academic program management or equivalency.
Able to respond in a timely manner to all student academic services for according to administrative/institutional deadlines.
Excellent communication, organizational, and interpersonal skills.
Must be able to adapt to changes in courses, programs, or administrative functions and relay the changes to students, potential students, faculty, and staff.
Familiarity, or willingness to learn academic technologies (e.g., LMS platforms)).
Able to take direction and possess a demonstrated ability to work collaboratively with faculty, staff, and students.

Nice To Haves

Proficiency with student information systems, registration platforms, and Microsoft Office.
Experience in ministerial education and/or seminary formation contexts.
Background in ministry, pastoral care, or higher education administration.

Responsibilities

Prepare admissions packets for all completed student applications for the admissions committee.
For newly admitted and current students, address questions, concerns, and provide academic guidance for course selection/registration.
Refer and direct students to appropriate academic faculty for questions regarding classes, programs/program requirements, course progress, or academic policies.
Facilitate online student orientation to ensure new student credentialing, registration, manage student expectations, and provide training for learning environments and processes.
Audit student progress by program regularly and as directed by academic administration: regularly provide lists of students in individual programs for help determining upcoming course offerings (how many students need particular courses); identifying who needs to be reviewed for program required testing, and for tracking experiential learning/field placements.
Facilitate paperwork for program changes for students wishing to change programs or student changes from credit to non-credit standing.
Facilitate transfer credit requests, and alternate admission criteria for all non-ordination graduate programs to the Associate Academic Dean for review.
Manage regular communications with students to inform and guide students through the academic calendar regarding dates for course selection, aid, and any other program related dates (graduation, field coordination) ensuring compliance with program requirements and ongoing academic administration.
Monitor the rosters from the Registrar to ensure accuracy, meet deadlines for and properly record additions/changes to registration including: all registration timelines: process add/drop forms, withdrawals, submitting corrections, adjustments for credit and noncredit student changes.
Input the relevant information for course and degree tracking using the appropriate technology.
Regularly report student interest in courses, course capacities, waitlists, to the deans and faculty.
Provide timely reports on enrollment, admissions, inquiries, registrations, graduation rates, and other relevant student and academic data.
Facilitate testing/required program elements (practicums, mentors, reviewers) for students and faculty regarding scheduling, correspondence, technology, and the like.
Assists with admissions functions when required.
Sends correspondence for the academic dean’s office regarding annual faculty contracts for the non-ordination programs, coordinates faculty onboarding with Human Resources and faculty orientation, and assist with faculty to student correspondences.
Assists administration with program related outreach for open houses, office hours, events, and meetings.
Maintain/updates the hard copy files for all student records.