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Program Coordinator

Program Coordinator
JOB POSTING #948

Starting Salary: $17.12 (Minimum)
Closing Date: Until Filled

How to Apply

Responsible for managing and administrating the Center for Information Systems and Technology (CISAT) graduate programs.  Primary responsibility for administration, admissions and recruitment liaison, and student services.

ESSENTIAL FUNCTIONS:

  1. Program Administration, On-Campus Programs: Ability to demonstrate understanding and commitment to the academic goals of the school and to interact well with a diverse community of potential students, existing students, faculty and staff. Responds promptly and completely to general inquiries from outside callers, faculty and students. Maintain filing system, syllabi and forms. Update the CGU Bulletin annually to keep in line with CISAT policies. Coordinate regular faculty meetings with the Director, assist in creating agenda. Work closely with student services departments. Oversee and maintain student and faculty records, syllabi, and course evaluations. Participate in department review and alignment. Assume other duties assigned by the Director of the department.
  2. Program Administration, Online Program: In addition to the same activities that are required for program administration, coordinator will be working with the Director of Online Programs on best-practices for launching and maintaining MSIST online. Assist with transforming current CISAT services to better operate in an online ecosystem. Work as a liaison to the student success coach to create and monitor an escalation plan for online students as well as collaborate on other student related issues regarding to CISAT. With the addition of the online program, this entails working with an increased student population. Supervise additional support staff needed for the online program.
  3. Finance: Budget officer for the department. Oversees department budget in conjunction with the director, finance office, and Provost. Tracks budget spending as well as forecast budget quarterly. Creates fiscal year budget with director for the department. Analyze various budget reports and provide necessary reports to the director. Attend monthly budget officer meetings. Approve department expenses and verify funds using Workday reports. Update staff and faculty with new finance policies and procedures. Create and submit journal transfers. Work with the Grants office in keep track of faculty grants. Assist in estimating financial FTE for the department. Enter continuing student fellowships. Keep track of awarded fellowships.
  4. Recruitment: Work with the Assistant Director of Admissions participates in CISAT recruiting activities such as presentations, department and campus tours, conferences and other platforms as needed; works to enhance school brand and reputation; assists in the development and support of diversity recruiting efforts across targeted campuses; initiate relationships with niche student organizations and ensures we are achieving our diversity outreach objectives. Assists in identifying and selecting successful candidates. Coordinates application review and admission committee decisions. Ensures the accuracy of data for prospects, inquiries and applicants.
  5. Admissions: Contact admitted students, follow up on deposits, advises and register deposited students. Plan and oversee new student orientation. Attend A&R meetings and serve on committees as requested.
  6. Student Progress: Responsible for managing student degree progress working in conjunction with the faculty. Advise students regarding policies, procedures, and academic program requirements. Notify faculty and/or students of appropriate steps necessary to complete degree programs. Facilitate approval of course transfers or waivers and submit appropriate paperwork. Work on student retention efforts with the student retention committee. Work collaboratively with department Director and faculty resolve student issues.
  7. Course Schedules: Coordinate course schedules for the department by working with the faculty. Work with faculty to determine suitable timeslots for classes, obtain class locations, submit to Registrar’s Office and distribute course schedules to faculty and students. Notify students of changes in course offerings. Contact adjunct faculty regarding teaching and work with the Director on their contracts. Collaboratively work with the Director to review and adjust curriculum for the program. Assess curriculum outcomes for the program.
  8. Student Advising: Advise students on their academic plans and progress throughout the academic year. Complete degree audits at the beginning of each semester and notify students if they are below GPA requirements. Verify that student registrations are consistent with approved programs of study. Responsible for keeping students informed regarding online registration processes and student schedules. When needed, enter registration information into the PeopleSoft database.
  9. Graduation: Monitor graduation requirements, prepare/complete paperwork. Complete degree checklist to ensure all requirements have been successfully completed for Graduation.
  10. Event planning: Coordinate and facilitate program events on and off campus including graduation reception, orientation, guest speaker and other CISAT related events. Work with advancement, admissions and alumni relations on events when necessary.
  11. PhD Qualifying Exams: Manage the administration of PhD Qualifying Exam, which includes exam scheduling, determine eligibility of students requesting to take exams, book rooms and equipment as required, work with department chairs and faculty to obtain exams, proctor the exam and distribute qualifying exams for grading, prepare and distribute results letters.
  12. Supervision: Supervise office support and student assistant(s) and/or worker(s) who will work on projects and tasks as assigned. These would include, pick-up and delivery of mail, distribution of student papers, submission of book orders, print out course evaluations for distribution to faculty, placement files, proctor qualifying exams, copying materials and documents, etc. As needed, assist with special events by coordinating some aspects.
  13. Cross CGU Departments Collaboration: Work with other CGU departments to engage current students and alumni. Work with various departments including the registrar, financial aid, alumni office, career development, and advancement.

NON-ESSENTIAL FUNCTIONS:

  1. Remains in contact with GLI at CGU alumni, faculty, and advisors.
  2. Networks with persons with similar interests and skills throughout CGU, the technology field, and the e-learning field to enhance problem solving possibilities.
  3. Acts as technical trouble-shooter and IT liaison between GLI and CGU/Claremont Consortium IT departments.

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:
Individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

  1. Basic computer skills including PeopleSoft, Microsoft Word, Excel, Workday, Canvas, and Budget Pak.
  2. Excellent communication skills, both oral and written.
  3. Demonstrated organizational skills in a multi-task environment.
  4. Excellent interpersonal skills.
  5. Understanding of academic programs and process.
  6. Basic accounting, budgeting, record keeping skills.
  7. Ability to analyze situations and adopt effective course of actions.
  8. Complete assignments without detailed instructions.
  9. Project management skills.

QUALIFICATION STANDARDS:

  1. EDUCATION: Bachelor’s degree or any combination of education and experience that provides the required knowledge, skills and abilities.
  2. EXPERIENCE: Five plus years’ experience in administrative office position.
  3. LICENSES / CERTIFICATES: N/A
  4. OTHER PREFERENCES: Experience in academic recruiting and/or program administration.
  5. UNIFORM REQUIREMENT: N/A

OTHER:

  1. HOURS: The regular hours for this position are 8:30 a.m. – 5:00 p.m. Hours may vary due to needs of the University or department.
  2. CLASSIFICATION AND STATUS: This is a (full-time), 12-month (Non-exempt level) position. Benefits-eligible.
  3. SUPERVISORY RESPONSIBILITY: N/A
  4. REPORTS TO: CISAT Director

This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.