Support Staff Position (non-exempt)
Position TitleGraduate Program Specialist - Student Relations (Position only funded through 5/31/2014)
DepartmentSchool of Management
Salary ($US) and BenefitsSalary Range: $16.77 - $18.27
Basic FunctionReporting to the MBA Program Manager, this individual coordinates and performs activities related to domestic and international students in the MBA Programs, including (but not limited to) the Traditional MBA, the Full-Time MBA, the Online MBA, and the Austrian MBA (hereinafter “SOM Graduate Programs”). This position provides high-level clerical and administrative support with assignments and projects reflecting substantial variety. Work cycles are longer involving multiple projects that vary in scope and timing. The SOM Graduate Program Specialist / Student Relations serves as a resource to others and provides lead work direction to other support staff. This individual is required to perform a full range of moderate to complex work assignments involving the use of sound judgment, discretion and decision-making.
Representative Duties• Coordinates activities with the MBA Program Manager.
• Performs administrative duties and relieves the MBA Director(s) of a variety of administrative duties.
• Provides information to the MBA Director(s), the MBA Program Manager and faculty members, staff, and other persons as needed.
• Arranges, schedules, and organizes a variety of meetings and appointments for the MBA Director(s) with on-campus and off-campus individuals and organizations (including ones in other countries) through the utilization and maintenance of calendars.
• Attends on-campus and off-campus meetings on behalf of the MBA Director(s).
• Responds to incoming inquiries (telephone, email, fax, web-based) and appropriately screens and routes messages and visitors to the MBA Director(s), faculty members and staff.
• Assists in the creation and monitoring of budgets as well as the production and review of pertaining documents, including requisitions, purchase orders and other documents as necessary.
• Coordinates general office activities.
• Communicates, both written and verbally, with other MBA Program administrative staff members.
• Plans, implements and monitors progress of assigned projects and provide reports on projects as requested.
• Prepares a variety of complex materials from multiple sources and offices including drafts, notes, letters, memoranda, agendas, minutes, reports, handbooks and other materials.
• Creates, collects and maintains reasonable data and records on policies, procedures, and operations.
• Participates in recruitment, selection, completion of necessary administrative procedures, training, and supervision of graduate assistants, student workers, and tutors as needed.
• Assists in the ordering and maintaining of equipment, materials, and supplies for general office use.
• Maintains records and monitors programs, transactions, and services to assure compliance with regulations, policies, and requirements.
• Coordinates and facilitates communication through various means and mediums (i.e., in-person, email, phone, etc.) with newly admitted and current domestic and international students.
• Assists MBA Director(s) in the admissions process of applicants/new students, including (but not limited to) the transfer of admission files between Graduate Admissions and the MBA Programs.
• With the Graduate Program Specialist / Marketing and Events, assists in the designing, scheduling, coordination, and attendance of orientations for new students of all MBA programs.
• Participates and assists in student representative affairs, which includes (but is not limited to): scheduling, coordinating and attending student rep meetings; processing and tracking student rep request forms; notifying students; reserving meeting space; taking and transcribing notes; researching solutions for issues raised; and responding to student reps.
• Prepares coordinated schedules for certain groups of students (e.g. full-time domestic and international, and Graz) and enroll them into courses accordingly.
• Monitors students in conditional admission status
• Provides registration assistance to students with holds on accounts or similar issues related to their status.
• Monitors domestic and international students’ GPAs and assists MBA Director(s) in the scheduling of meetings for at risk students; coordinates activities pertaining to students on probation, including (but not limited to) communication with the Registrar’s Office and tutors.
• Maintains a number of information resources, including (but not limited to) lists of student advisees, inactive students, etc.
• Prepares timely reports on agent commissions to be provided to the Budget Analyst and Coordinator of Support Services.
• Monitors the fulfillment of prerequisite requirements, in particular in relation to the capstone course.
• Resolves student issues related (but not limited) to curriculum, scheduling, and registration; referring students, when necessary, to appropriate resources and liaise with other offices on such issues, in particular, on issues related to online instruction.
• Plans, executes, and assists with the administration of the university’s course evaluations.
• Assists MBA Director(s) in student advising.
• Assists students with graduation and assists other administrators in the planning and execution of activities related to graduate commencement.
• Plans, executes, reports on, and assists in the revision of the exit surveys for graduating students.
• Cooperates with the Graduate Program Specialist / Marketing and Outreach in the collection of information for marketing purposes and promotional activities.
Knowledge Of• University and program vision, mission, goals and objectives.
• Regulations, policies, operations, procedures, specific rules and precedents of the office.
• Modern office practices, procedures and equipment, including automated administrative systems.
• Basic budgeting practices regarding monitoring and control.
• Record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Communication etiquette and techniques, including telephone and email.
• Interpersonal skills using tact, patience and courtesy.
• Knowledge of the relevant federal, state and voluntary regulatory environment.
Ability To• Learn and support the university and program vision, mission, goals and objectives.
• Learn, interpret, apply and explain rules, regulations, policies and procedures.
• Work independently with little direction.
• Understand and follow oral and written directions.
• Understand and diagram processes and workflows.
• Organize, coordinate and oversee office activities.
• Operate office machines including computer equipment and specified software at an advanced level.
• Add, subtract, multiply and divide quickly and accurately.
• Create, assemble, organize and prepare data for records and reports.
• Compose correspondence and other written materials independently.
• Establish and maintain cooperative and effective working relationships with other staff members and offices.
• Communicate effectively in written and oral form.
• Think critically, understand and resolve issues, complaints and problems.
• Provide support and participate in the evaluation, design and implementation of policies, procedures and guidelines related to the program.
• Answer telephone calls and other communication and respond courteously and professionally.
• Speak publicly in front of on-campus and off-campus audiences.
• Train and provide work direction to others.
• Dexterity of hands and fingers to operate a computer keyboard.
• Sitting for extended periods of time.
• Seeing to read and write a variety of materials.
• Hearing and speaking to exchange information in person or on the telephone.
• Pushing, pulling, or lifting light objects.
• Bending at the waist or crouching to retrieve and store files.
• Ability to assemble paperwork, reports, and other communications formats.
• Extended exposure to computer terminals.
• Occasional contact with abusive individuals.
• Operate a vehicle.
Education and ExperienceAny combination equivalent to: college-level course work and two years of increasingly responsible administrative experience.
EnvironmentDynamic office environment with frequent interruptions and the need for pro-active and frequent interaction with other individuals and offices.
Application ProcedureCompleted Application Packet includes:
• CLU Application
• Cover letter outlining your qualifications for this particular job
Only complete packets will be forwarded to the search committee. Please submit your cover letter and resume by email to firstname.lastname@example.org, or mail to:
California Lutheran University
Human Resources, MC1100
60 W. Olsen Road
Thousand Oaks, CA 91360
California Lutheran University is an equal opportunity employer. Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.