Academic Services Administrator

Dept Number/Name: 3-5129-000 / Office of Graduate Studies
College Division: USFSP - Office of Academic Affairs (St. Pete)
Salary Plan: Administrative
Job Code/Title: 1108 / Academic Services Administrator
Hiring Salary/Salary Range: $50,000.00 - $52,000.00, commensurate based on experience
Position Number: 00033218
ORGANIZATIONAL SUMMARY:
The main function of the Office of Graduate Studies (OGS) is to assist the Senior Vice Provost and Dean of Graduate Studies of OneUSF and the University at large in successfully operations  supporting all elements of graduate and postdoctoral education at USF. The unit collaborates closely with administration, faculty, postdoctoral scholars, students, and staff across the University in order to attain the goals and mission of graduate education set forth by the University. While collaborating on university-wide initiatives (e.g., graduate certificates, ETD, program development, orientation) the OGS in St. Petersburg concurrently concentrates on areas of strategic emphasis for the university's branch campus in St. Petersburg (i.e. student success, single-campus program recruitment and support, week of welcome, etc.).
POSITION SUMMARY:
The position is responsible for the administration of graduate certificate Admissions. It requires extensive knowledge of university, college, program, and department policies and procedures and must interpret and apply such in support of USF faculty and graduate certificate students. The position is one that is administrative and analytical, directly related to the academic and student service missions of the University and the Office of Graduate Studies. The employee must apply judgment and discretion on matters of significance with respect to graduate certificate admissions, course applicability, and certificate completion approval.This position directly reports to the Director & Campus Assistant Dean of the Office of Graduate Studies on the USF St. Petersburg campus. 
RESPONSIBILITIES:
Function: Administration of Graduate Certificates admissions for the university at-large. Duties include processing of certificate APPLICATIONS in university systems, collection and indexing application-related materials for both non-degree and degree-seeking graduate students applying to earn a graduate certificate credential. Extensive communications and coordination are required with applicants and academic departments. Disseminates and interprets certificate policies for academic department personnel. Enters information into university systems and communicates application decisions. Communicates trends and patterns for assessment and enrollment management purposes.
Duties include cross-training on processing of certificate COMPLETIONS in university systems. Collecting from academic departments, completion paperwork for graduate students who have met the requirements for adding a certificate credential to their transcripts. Includes assessment of completion forms by comparing academic department signature authority and comparing plan of study requirements of each graduate certificate with student's online Banner record and unofficial transcript, making sure course grades, cumulative GPA, time to degree and appropriate departmental approvals are all in line for certificate completion. Processing of completions in BANNER, communication with students, department chairs, associate and assistant deans.
Cross-training in the management of the printing function for completed graduate certificates by graduate students, degree seeking and non-degree seeking for the University at large. Includes certification and batch uploading to third-party vendor for printing of completed certificates by USF graduate students.
Manages graduate admissions data, including compilations of information by academic program and department, lists of completed applications, lists of applications referred to programs, cancellation lists, and additional data needed to manage and ensure processing efficiency.

Performs other duties as assigned.
POSITION QUALIFICATIONS:
MINIMUM:
This position requires a Master's degree in education or a field of study related to the academic program, or a Bachelor's degree in those same fields with a minimum of two years of professional experience.
PREFERRED:
Master's degree with no restriction regarding academic discipline At least five years' experience working in a higher education environment. Knowledge of graduate program policies and procedures and extensive working knowledge of student information systems is preferred. Strong verbal and written communication skills.
SPECIAL SKILLS/TRAINING:

Proficiency in student information systems, data analytic platforms, and other supporting data platforms, understanding of academic policy, process, and procedures; communication skills; and experience advocating and supporting students and their related faculty departments.

Please provide the following documents when completing your application:

• Curriculum vitae / resume
• A copy of educational transcripts
• Contact information for three references (one must be your current/most recent supervisor).

The selected candidate must have a current work authorization in the United States. This position is not eligible for Visa Sponsorship. 

Information for Applicants 

This position is subject to a Level 1 criminal background check.

Job Opening Number: 36536

Posting Date:  03/25/2024

Posting End Date: 04/08/2024 (11:59 p.m. EST)

How To Apply 

Click on the Apply Now button.  When applying to an opening you will have the opportunity to upload a cover letter and resume.

Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above.  YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.

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To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email [email protected] .

Equal Employment Opportunity 

USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.

The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.

USF's Equal Opportunity Affirmative Action Statement .

Federal Rights

Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .

Work Location 

Campus map and location overview: USF - St. Petersburg Campus

About USF 

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.

Working at USF 

With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region.  At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees.  We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.

To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .

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