Program Coordinator Administrative Assistant (Remote)

Alliant International University is a professional practice University committed to excellence in four areas:  Education for Professional Practice, Scholarship, Multicultural and International Competence and Community Engagement.  The University provides students with the highest quality of education through excellence and innovation in academic scholarship, applied training and research, and community service, particularly to underserved populations.  Through its Mission, the University's goal is to equip students with the competencies they need to provide public benefit and make an impact in their communities by addressing major contemporary social issues.  Core competencies of the University's training programs include cultural diversity, which is infused in courses and field placements and is manifest in the diversity of its students, faculty.

Our Mission:
Alliant International University prepares students for professional careers of service and leadership, and promotes the discovery and application of knowledge to improve the lives of people in diverse cultures and communities around the world.

 Our Vision:
An inclusive world empowered by Alliant alumni.

Position Summary:

Under the general direction of the Dean/Assistant Dean/or designee, the Program Coordinator with Administrative Assistant responsibilities (PCAA) supports the University’s academic departments and academic leadership. This position provides direct support as an Administrative Assistant to the Deans to ensure that school and university policy/procedures are followed and that projects/initiatives are completed. The incumbent must be able to work independently and have strong interpersonal, organizational, communication, writing, project management, and analytical skills.

The PCAA is responsible for assisting their Dean, Program Director and faculty in the ongoing program operations that maintain and enhance high service standards to students, faculty, and staff. The PCAA will ensure open lines of communication are maintained with campus departments to proactively assist in resolving student issues while providing exceptional customer service.

The PCAA will also manage sensitive information, necessitating considerable use of tact, discretion, and judgment, and must exhibit a high level of professionalism. The PCAA is a program support “generalist” position that requires a high level of interface with campus constituencies including, but not limited to, Deans, program directors, faculty academic advisors, and non-program faculty and staff.

This is a remote position.

Starting Salary: $47,000.

Minimum Qualifications: 

Education:  Bachelor’s degree from an accredited college or university or an equivalent combination of education and experience.

Experience:  Demonstrated experience with constituent interface and problem-solving in multi-cultural environments. One (1) year of professional experience in a post-secondary institution is preferred; similar experience will be considered.

Certifications, Licenses, etc.: None

Skills:

•            Proficient computer skills, especially with Microsoft Office, and experience with student data systems, preferably CampusNexus Student (CNS). Ability to learn new technologies and software quickly.

•            Strong administrative, planning, and organizational skills.

•            Ability to communicate and interact effectively and humbly with diverse individuals.

•            Demonstrated ability to communicate effectively, both orally and written.

•            Ability to work effectively as a team player and create and sustain a collegial, collaborative, and team-oriented environment.

•            Highly motivated, focused, and results-oriented.

•            Ability to manage multiple tasks according to required deadlines and maintain composure under high-stress conditions.

•            Ability to be optimistic, positive, and supportive in all interactions with others.

•            High level of accuracy and attention to detail and must be able to prioritize the required workload.

Duties & Responsibilities:

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Program Coordinator Duties:

•            Provides administrative support to departmental committees and processes.

•            Supports Program Directors with program processes.

•            Assists with and coordinates departmental functions, including, but not limited to, scheduling meetings, taking meeting minutes, editing, and organizing documents and materials, event planning and coordination, collecting, monitoring, and tracking data, and completing reports.

•            Assist the Program Directors/Deans in reviewing adjuncts’ complete time and attendance records to ensure they are accurately compensated for work performed as noted in their course contract.

•            Assist with the Adjunct Faculty employment process as an informational liaison between their Program, the Senior Academic Affairs Specialist (in the Provost Office), and the HR/Payroll Departments.

•            This may include providing the information to process the adjunct contracts, contract changes, and contract terminations, as well as sending adjunct contracts to HR/Payroll for processing.

•            Respond to/troubleshoot issues/questions that arise from Program Directors/faculty/students, including HR-related questions/issues.

•            Track and ensure the accuracy of faculty workload agreements at the direction of the program director. 

•            Assist Program Directors with school or program-related secondary or primary information gathering.

•            Interface with internal and external constituencies with tact, discretion, and (when appropriate) respect for confidentiality guidelines.

•            Perform other related tasks, duties and responsibilities as required, assigned, or directed.

Administrative Assistant Duties:

•            Initiate personnel action notification process necessary for separations, new hiring, and salary/status changes for faculty and staff.

•            Organize and maintain the Deans schedules, plan in-person meetings for administration, arrange travel for administrators, take minutes for meetings, and send messages regarding policies/procedures to ensure compliance.

•            Process expenses as well as facilitate reimbursement and invoices for dean or program expenses.

•            Track and ensure accuracy of faculty workload agreements, completing reconciliations and acting as liaison to Provost’s office and Program Directors.

•            Assist the Dean with faculty annual reviews, formatting and editing review/recommendation letters on behalf of the Dean before sending to faculty and the provost.

•            Assist Deans with school or program-related secondary or primary information gathering.

•            Perform other related tasks, duties, and responsibilities as required, assigned, or directed.

Supervisory Responsibility: 

Direct Reports: None

Indirect Reports: None

Contact Responsibility:

Internal: Interacts with supervisor to receive direction, instructions, and performance feedback from supervisor(s). This position will work closely with academic support staff across the University, including but not limited to the Sr. Academic Affairs Specialist in the Provost Office and HR/Payroll.

External: Limited external contact., generally with alumni.

Primary Work Location, Hours & Travel Requirements:

Office Location:  Remote

Work Hours:  Standard office hours

Travel:  None

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Work environment is in a standard office setting. Frequently exposed to low to moderate noise, various odors, temperature changes, and equipment with moving parts, including but not limited to computers, phones, printers, and other standard office equipment. 

Physical Requirements:

Ability to execute those physical activities required to perform the essential functions including, but not limited to, regular sitting and being mobile; continual communicating both in person and on the telephone; regular keyboarding; regular reading of both print and digital material; and all other activities required to perform essential functions.

Compliance: 

•            Responsible for performing all work in a manner that complies with the organization's policies, applicable regulations, applicable standards of professional performance, or other recognized laws or requirements as these policies, regulations, standards, laws, or requirements relate to the position.

•            Responsible for participating in and supporting organizational compliance activities and taking appropriate action in reporting issues related to compliance.

•            Responsible for performing all duties and responsibilities in a manner that complies with the Alliant International University Mission, Values, and Pillars, if applicable.

Background Check Requirements:
Employment is contingent upon successful completion of a background check (including criminal, prior employment and education verification).  Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current University employees who apply for the position.

Additional Information:
Anti-Discrimination Policy:  Alliant International University prohibits unlawful discrimination, harassment or retaliation in its educational programs, services and activities, and in employment practices, including but not limited to internal promotions, training, opportunities for advancement, terminations, relationships with outside vendors, use of contractors and consultants, and in its admission or access thereto, on the basis of race, ethnicity, national origin or descent, color, creed, religion, sex, age,  marital status, disability (including physical, disease, psychiatric or psychological disability), medical condition, pregnancy, veteran status, sexual orientation, gender identification or expression, hair style or texture associated with race, or any other characteristics protected by applicable law.

Alliant International University is an Equal Opportunity Employer, committed to ensuring a high quality of education through the diversity of the University community and the curriculum. Women, people of color, people with disabilities and people from other underrepresented groups are encouraged to apply, as we actively seek to increase diversity at all levels. The University will conduct its programs, services and activities consistent with applicable federal, state and local laws, regulations and orders.

Applicants must currently be authorized to work in the United States on a full-time basis.  Offers of employment are contingent upon the presentation of documents that demonstrate a person's identity and authorization to work in the United States, which are consistent with the provisions of the Immigration Reform and Control Act.

Applicants with disabilities and applicants who require assistance completing an application may contact Human Resources at [email protected] or 858-635-4509.

The California Consumer Privacy Act (CCPA) requires that we provide you with this Notice at Collection for California Employees  and Applicants .  This notice is about the collection and use of your personal information.  We encourage you to read this notice carefully.  

Governing legislation: Titles VI and VII of the Civil Rights Act of 1964, the Civil Rights Act of 1991, Title IX of the Education Amendments Act of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975, the regulations implementing these statutes, and applicable federal and California law.

Alliant International University is a smoke and tobacco free environment.

Company: Alliant International University, Inc. 

Country: United States of America 

State/Region: California 

City: Remote 

Postal Code: 92131 

Job ID: 268648