Shire Jobs

This is a part-time professional position in the Office of Graduate Studies that reports to the Assistant Director of Graduate Studies. The Administrative Support II staff member oversees the daily operations of the Office of Graduate Studies and is responsible for organizing and maintaining all student records related to the Department of Counselor Education, MFA, and Graduate Education Programs, and various certificate programs existing and forthcoming. In addition to overseeing the daily operations, the Administrative Support staff member will emphasize building and maintaining a positive student experience. The position serves as a comprehensive student service and accreditation reporting professional. The incumbent will be responsible for promoting excellent associations with prospective, current, and former students and work collaboratively with faculty, staff, and University personnel.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Work closely with the offices of Admissions, Student Financial Planning, Bursar, Registrar Office, Information Technology, and faculty to afford a smooth transition from applicant to student

• Monitor and process all Incompletes

• Transcribe minutes for meetings of the Arts and Sciences Graduate Council

• Monitor and communicate with students admitted on a provisional or conditional basis

• Maintain program goals and objectives, evaluate ongoing operations and recommend and/or implement changes as appropriate to maximize the effectiveness of the office and streamline departmental procedures

• Prepare and send Advancement to Candidacy letters to Educational Leadership students

• Maintain master list of all students in the Counselor Education, MFA, and Graduate Education programs

• Reserve rooms and arrange refreshments for departmental events as needed

• Attend departmental administrative support meetings

• Manage, review, and create electronic student records

• Assign academic advisors

• Communicate with incoming and current students during the full-range of their graduate education, from sending welcome letters and information about how to access my.stetson, to advising them on degree completion requirements and systems navigation; this includes registration, financial aid, billing, transfer of coursework, graduation communications, etc., by telephone, email, and in-person

• Monitor registration eligibility for post-baccalaureate and graduate students

• Update Degree Audit with advancement, FELE, CPCE, Portfolio and Craft Talk completion data

• Assist students with graduate leave and withdrawal processes

• Register MFA and Graduate Education students each term

• Code Banner for students taking approved leave

• Process double-major or certificate coding in Banner

• Receive Florida Department of Education FELE electronic reports and update data to students' Degree Audit

• Purge student files eight years after program completion

• Work closely with department chairs, program coordinators/ directors, and graduate councils to provide essential data (via Banner and Argos reporting)

• Electronically submit mandated data to Florida Department of Education (e-IPEP); provide data for CAEP and CACREP accreditation bodies

• Answer phones and email to maintain departmental communications and business

• Respond to student requests and provide a full range of support to students and faculty

• Keep an organized, professional, and efficient office that promotes and supports the Office of Graduate Studies within the College of Arts and Sciences

• Perform other site and position specific functions as assigned

Required Skills

• Advanced administrative skills, organizational ability, and excellent problem- solving and interpersonal skills

• A personable , motivated, and dynamic individual with strong verbal and written communication skills

• Must have strong computer skills, particularly proficiency with word processing and spreadsheet software, and familiarity with database management

• Must be able to take initiative, think logically , and pay close attention to detail

Required Experience

• Bachelor's degree

• Five years of related experience or equivalent training and experience

• Desire to join a distinct university community committed to inclusive excellence, kindness, and collaboration, as it seeks to move Forward Together in making our community and world a better place

  Ideal Candidate Qualifications:

• Specific knowledge of SCT Banner and Degree Audit software is a plus

  Work Environment: Requires some physical effort (i.e. standing and walking), occasional light lifting, manual dexterity in operation of office equipment, extended period of time at a keyboard, and at times, hours outside the normal University schedule. Employee will be required to perform other job-related duties requested by the supervisor.

  Salary Grade: 5