Academic Operations Specialist 1

Details

Posted: 10-Apr-24

Location: Youngstown

Salary: Open

Categories:

Staff/Administrative

Internal Number: 4463359

The class works under general supervision and requires considerable knowledge of clerical functions and office and/or program policies and procedures. Performs routine administrative tasks; independently provides explanation, orally and/or in writing, of services or activities of assigned area, including formulating interpretation of policies and procedures as they would apply in each situation. Makes recommendations regarding program activities and assists in developing new procedures related to established program policy.

Incumbents relieve the supervisor of routine and/or administrative duties, and/or provide general secretarial assistance through routine administrative tasks, and/or provide secretarial assistance requiring training in technical terminology, and/or supervise student office support staff. Typically reports to an academic or non-academic departmental leadership position.

Essential Functions and Responsibilities:  70% - Performs support functions particular to the academic and/or business unit; processes various types of academic overrides with direction; processes and compiles new hire paperwork and/or information for employee records for the part-time faculty and other employment groups as needed.

Ensures that admissions and assistantship tasks and workflows are completed in order of importance to make sure deadlines are met in a timely manner. Provides administrative assistance and support to all graduate programs for admission and assistantship related issues. Transmits decisions and directives to staff and faculty program directors. Adheres to graduate college deadlines for procedures, as well as those deadlines established by other departments. Reviews and verifies admission materials. Generates admissions-related correspondence (e.g. missing material requests, cover sheets, admission acceptance and refusal letters, deferral letters, etc.).

Prepares completed files and uploads documents for evaluation by coordinator(s) and other stakeholders. Utilizes student information systems such as Banner and Customer Relations Management (CRM) systems to submit information to departments and colleges for admission recommendations. Sends files to departments for admission recommendations. Independently processes both the Readmission and Intra-University Transfer forms and verifies information before presenting to dean for review/approval. Scans and indexes documents.

Verifies that procedures have been followed for forms requiring department/director's or dean's approval.

Relieves supervisor of routine administrative duties; makes recommendations regarding program activities; researches and analyzes materials, information, and programs; provides technical information and advice to administrators to aid in decision making; assists in developing new procedures related to established program policy; serves as liaison between administrator and subordinates; transmits decisions and directives; represents administrator at meetings and conferences.

Manages business functions of administrator's office; prepares and monitors budgets, transfers funds with direction; processes bills/invoices for payment; purchases supplies and equipment and reconciles same within procurement systems; keeps fiscal and personnel records.

20% - Performs public relations duties; researches and responds to inquiries and complaints; furnishes information and explains programs to public; works on special events, assignments, and projects as directed; prepares reports, publications, memos, and presentations for dissemination outside work unit.

Provides secretarial assistance through routine administrative tasks, independently provides explanation, orally and/or in writing of services or activities of assigned area, including formulating interpretation of policies and procedures as they would apply in given situation. Duties include but are not limited to: prepares drafts and signs simple correspondence; researches responses to inquiries; compiles data; prepares reports; gathers statistics and compiles in report form; performs research and writes reports to present straightforward information; sets up office procedures; coordinates daily work flow of office; revises content of manuals and notebooks; requisitions equipment and supplies; screens problems and obtains files and records to support same for referral and resolves only those which do not involve interpretation or judgment of applicability of policies and procedures.

Supervises student office support staff throughout the employment cycle; coordinates work activities and routinely participates in training and evaluation.

10% - Produces typed copy, to include formatting or assisting in formatting, from standard or confidential written, dictated, or oral instructions; proofreads work; prepares correspondence and/or reports.

Performs other clerical duties, which may include but are not limited to the following: maintains files and retrieves information;  receives, opens, logs, and distributes incoming mail; answers phone and screens calls; greets and directs visitors; maintains inventory of general office supplies and places orders as necessary; prepares materials for mailing;, reports, and/or timesheets; makes appointments, maintains calendar and schedules meetings; makes travel arrangements for supervisor and department staff and reconciles same within procurement systems; takes and transcribes dictation and/or minutes of meetings; prepares routine forms; prepares records retention and disposal certificates for approval; arranges for records transfers.

Other Functions and Responsibilities: Performs other related duties as assigned.

Equipment Operated: Computer and all other standard office equipment.

Work Schedule: Typically, M-T-W-Th-F 8:00 a.m. to 5:00 p.m. 

Supervision Exercised: May exercise supervision over student employees.

Reports to: Dean and Assistant Provost

Required Certifications, Training, and/or Licensures: None

Knowledge, Skills, and Abilities: 

Knowledge of: budgeting procedures*; public relations; office management; administrative practices and procedures; general office practices and procedures; English grammar and composition; arithmetic that includes addition, subtraction, multiplication and division; unit-specific office practices and procedures*; records management; business communications.  

Skill in: Processing applications for admission and assistantships*, Customer Relations Management (CRM) systems and Student Information Systems*, operation of personal computer, office equipment, and software applications.

Ability to: gather, collate, and classify information according to established methods; collaborate on projects; prepare and deliver presentations; write directives, memos and other publications; define problems, collect data, establish facts, and draw valid conclusions; handle sensitive contacts with public and other work units; deal with problems involving several variables within familiar context; apply principles to solve practical, everyday problems; interpret instructions in written or oral form; write routine business letters following standard procedures; complete routine forms or records; make appointments; arrange items in numerical or alphabetical order; assess questions and provide appropriate information or referral.

(*) Developed after employment.

Minimum Qualifications:  At least an associate degree in business administration, management science, public administration, or a related field; or a high school diploma or GED and at least two years of experience in the secretarial and/or administrative professional field to include office management, public relations, and/or budgeting. Demonstrated written and verbal communication skills; demonstrated ability to utilize a computer system and software applications.

Preferred Qualifications: A bachelor's degree in business administration, computer science, management science, public administration, or a related field; Customer Relations Management (CRM) systems and Student Information Systems experience.

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An Institution of Opportunity: Youngstown State University inspires individuals, enhances futures, and enriches lives. As a student-centered university, Youngstown State University’s mission is to provide innovative lifelong learning opportunities that will inspire individuals, enhance futures and enrich lives. YSU inspires individuals by cultivating a curiosity for life-long learning; enhances the futures of our students by empowering them to discover, disseminate and apply their knowledge; and enriches the region by fostering collaboration and the advancement of civic, scientific, and technological development. YSU’s culture of enrichment flourishes in our diverse, accessible, and quality education. Youngstown State University is where students thrive in their educational and career pursuits, where scholarship creates innovative solutions, and where community engagement is a cornerstone of collaboration that collectively contribute to the sustainable prosperity of the region and beyond. We—the faculty, staff, administrators, and students of Youngstown State University—hold the following values essential to achieving the mission and realizing the vision. Centrality of Studen...ts – We put students first, fostering their holistic and lifelong success. Excellence and Innovation – We bring academic excellence and innovation to learning and life for all stakeholders. Integrity and Human Dignity – We root all behaviors, decisions and actions in the achievement of integrity, mutual respect, collegiality, equity and inclusion. Collaboration and Public Engagement – We embrace collaboration and create innovative partnerships to foster sustainability and enrich our university, our culture, and region. Please use the following link to learn more about YSU: https://ysu.edu/about-ysu
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