Administrative Specialist--Provost's Office - University of New Haven

The University of New Haven, founded on the Yale campus in 1920, is a private, coeducational university that has been recognized by The Princeton Review and U.S. News & World Report for academic excellence. Located between New York City and Boston in the shoreline city of West Haven, the University is a diverse and vibrant community of nearly 10,000 students from across the globe. Within its five colleges, students immerse themselves in a transformative, career-focused education across the liberal arts and sciences, fine arts, business, engineering, public safety and public service. More than 100 academic programs are offered, all grounded in a long-standing commitment to collaborative, interdisciplinary, project-based learning.

The Administrative Specialist will provide administrative support for or execute day-to-day operations for Office of the Provost Programs including the academic scheduling, retention and advising outreach, and study abroad.

For these programs, the Specialist: (1) oversees room scheduling processes for courses each term; (2) communicates with faculty and staff regarding academic alerts; (3) provides administrative assistance for the University Interdisciplinary Collaborative and the study abroad program, (4) oversees budgets of select, relevant programs; and (5) completes other related tasks as assigned.

You Will:

Academic Scheduling (50% time)

• Work with Provosts Office and Registrar’s Office in determining deadlines for academic schedule submission and scheduling priorities.
• Oversee use of Ad Astra Scheduling Software to optimize room assignments, manually completing and resolving room assignments and arbitrating to prioritize room changes and special requests.
• Work with Registrars to roll out schedule for final exams including room assignments; resolve time and room conflicts.
• Serve as liaison between faculty and Registrar’s Office to mediate classroom assignment issues, final exam schedules, and others.
• Serve as liaison between Registrars and Facilities to ensure classroom assignments in Ad Astra and Banner are synced to EMS (events management system).
• Communicate with Office of Facilities regarding classroom availability, particularly during academic breaks.
• Coordinate with Facilities regarding room capacities, room setup, and room availability.
• Set up Ad Astra Schedule for Final Exam Room Assignments.
• Follow established scheduling policy, assigns courses to appropriate classrooms and labs (or sets guidelines for course meeting patterns, modalities, and course enrollment limits).
• Generate reports on classroom utilization
• Coordinate with Associate Deans to build schedules.
• Work with colleges to optimize room scheduling preferences set in Ad Astra.
• In consultation with the Associate Deans of the colleges and the Office of the Provost, makes adjustments to class sizes and numbers of discussion sections.
• Devise solutions to classroom space and scheduling problems, taking into account the curriculum needs of students, the needs of faculty, and available options.
• Make room change requests as needed, particularly in support of student and faculty accessibility.

Academic Retention and Advising Support (20% time)

• Assist in the delivery of regularly scheduled progress reports via Navigate.
• Monitor academic alerts and communicate with individual faculty as directed regarding academic issues and census information.
• Obtain data on individual student schedules and academic progress for Provost Office communications.

University Interdisciplinary Collaborative (20%) and Study Abroad (10%)

Financial administrative support for associated programs and initiatives:

• Process stipends and reimbursements to instructors
• Assist with processing and expense tracking for purchase orders
• Assist with the scheduling, payroll, and oversight of student workers

Clerical Duties:

• Coordinate with instructors, program coordinators and the Registrar’s staff to address concerns
• Schedule meetings
• Assist with event planning and execution

Other Duties as Assigned

You Need:

• A bachelor’s degree is highly desirable for this position; equivalent combination of degrees and experience will be considered.
• Experience with Office 365 (Word, Excel) and other software systems.
• Willingness to learn new software tools in support of job responsibilities.
• Outstanding verbal and written communication skills.
• Ability to work collegially with faculty, staff, and students.
• Attention to detail and ability to prioritize multiple tasks and meet competing deadlines.
• Ability to work with minimal oversight; self-directed.
• Prior administrative experience.
• Experience working with expense reporting.
• Proven ability to find solutions to conflicting situations.
• Customer service orientation and ability to be flexible and adaptable to change.

Preferred Qualifications

Thorough knowledge of academic software systems including: Banner, Ad Astra, Navigate, Canvas.

What’s In It For You:

• Health & Welfare Programs: Employees and their eligible family members, including spouses and dependent are eligible for Medical, Dental, Vision and Life Programs.

• Wellness & Fitness: On-campus Recreation and Fitness Center for employees and families; Employee Assistant Program

• Commitment to Educational Excellence: Tuition assistance for employees and eligible dependents; Tuition exchange opportunities

• Employee Discounts on products, services and educational opportunities

• Work/Life Benefits: Generous paid time off programs; progressive paid holiday schedule (including holiday break between Christmas and New Year’s); 4 weeks of parental paid leave; flexible work schedules including summer hours where applicable

*The University of New Haven is not a qualifying E-Verify employer and its use of E-Verify is limited to specific government projects. For that reason, candidates with STEP OPT authorization cannot be considered for employment.