SPA Academic Operations & Admissions Professional

University of Colorado•Denver, CO

2d•Hybrid

About The Position

The School of Public Affairs (SPA) is an academic unit of the University of Colorado Denver. The School provides instruction, applied work and service to the community through many outlets. The SPA Academic Operations & Admissions Professional is an unclassified position requiring knowledge of higher education operations and admissions processing. This position is responsible for coordinating and supporting the course coordination for all academic programs, admissions processing for all graduate programs, this position serves as a resource for school leadership and reports to the Academic Programs Manager.

Requirements

A bachelor's degree from an accredited institution
One (1) year of previous professional experience in a higher education institution.
Proficiency in student information systems (e.g., CU-SIS), learning management systems (e.g., Canvas), and/or reporting tools (e.g., Excel).
Proficiency in Microsoft Excel, including use for tracking, reporting, and organizing data.

Nice To Haves

Experience with CU information Systems.
Prior experience supporting application processing or admissions in an academic unit, including familiarity with university forms, policies, and procedures.
Experience coordinating academic scheduling and course catalog updates in a higher education setting.
Experience coordinating projects, courses, programs, or operations involving multiple stakeholders and deadlines.
Experience providing customer service.
Familiarity with university academic policies and procedures, including FERPA compliance and curriculum governance processes.

Responsibilities

Establish SPA production calendar annually and provide regular updates to program directors throughout the year.
Establish effective communication procedures for advising academic programs and key decision makers about the schedule of courses and all related details.
Research and verify accuracy of course information, enrollment data, course notes, instructor information, room usage patterns or room features, and Learning Management coding on the integrated student information system (CU-SIS).
Stay current on student privacy and information security regulations.
Coordinate the SPA schedule of classes for each term in collaboration with program directors, including ongoing updates such as section additions, cancellations, and corrections. Verify CU-SIS data and ensure all course schedules are accurate and up to date for each enrollment period.
Coordinate classroom/course rooming for SPA, using EMS rooming software and Outlook calendars, and resolving problems in coordination with the rooming coordinator in the Office of the Registrar to verify correct rooming information in CU-SIS.
Serve as the main staff position in the college with write-access to CU-SIS.
Serve as the main point of contact for registration and enrollment, resolving all issues directly with the students, advisors and the Registrar’s office.
Coordinate the waitlist process each term; tracking course capacity overloads, Quick-Enrolling students into sections, and ensuring waitlisted students obtain access to Canvas.
Keep student advisors informed of course enrollment and waitlist status each term.
Provide analysis of enrollment data to program directors to assist with course scheduling and to determine enrollment limit adjustments.
Develop procedures and reports for recording and comparing enrollment data at established intervals during registration period through census utilizing Excel spreadsheets and reports provided by Institutional Research.
Work in consultation with the program directors to add or cancel course sections based upon needs analysis.
Serve as SPA’s primary contact for Canvas coordination, working with OIT to resolve access, course shell, and term setup issues. Ensure Canvas shells align with course builds in CU-SIS and support instructors in navigating technical or administrative concerns.
Assess and resolve faculty access issues including initial provisioning to CU-SIS, class rosters, grade reporting and Canvas access issues.
Serve as the central point of contact for faculty on administrative issues related to courses, including scheduling and rooming preferences
Manage the Curriculum Review cycle and catalog maintenance; ensuring all edits and revisions follow the appropriate university procedures prior to publication. Establish a tracking system for all curriculum changes and submit necessary forms to the Office of the Registrar and University Curriculum Committee.
Serve as liaison to the Registrar’s Office, requesting additions and deletions of plans and sub-plans, subject codes, courses and managing all other program/plan data.
Serve as designated editor and staff person in the school with write access to Acalog Catalog Management System for all programs and initiatives in the school, coordinating with program directors, student advisors, and the Registrar’s Office to ensure that the catalog is accurate and inclusive of all degree requirements in the college.
Coordinate admissions and records for the School of Public Affairs, this generally includes:
Admissions decisioning for Degree and Non-degree graduate applicants.
Complete the full application review, and if necessary, request and track additional information needed.
Coordinate with Program Directors when additional review is necessary.
Follow up regularly with applicants who are missing additional requested information following initial review.
Coordinate Official transcript collection for students missing their official or complete transcripts their first semester. Upload transcripts and remove any A1 holds.
Monitor the spa.admissions inbox and support any inquiries or problems within the scope of the application process.
Attend bi-weekly or monthly graduate processor meetings, take notes, and share updates with the Recruitment Program Manager.
Check in weekly with the Recruitment Program Manager on status, challenges, success, and niche situations.
During nonpeak course and catalog coordination times, partner with the Recruitment Program Manager on yearly tasks, including but not limited to automated mailing refresh and audits, webinar scheduling, and query and report maintenance.