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Academic Program Specialist, Division of Science, Information Arts and Technologies (part-time, 20 hours/week)

Division of Science, Information Arts and Technologies, Yale Gordon College of Arts and Sciences

Vacancy Number 300739

Position Type: Regular non-exempt part-time position with prorated benefits package
Opens: 03/16/17     Closes: 03/30/17

Salary: $17,400 - $18,671

Work schedule:  20 hours per week, Monday-Thursday. Occasional Friday or weekday evening work for division functions.

The Academic Program Specialist serves as the key administrative support professional, providing day to day clerical, administrative, and academic support to divisional faculty and undergraduate and graduate programs.   We look forward to receiving your required cover letter and resume attached to your electronic application and learning about your interest in and qualifications for our vacancy.
 
Triage student inquiries regarding admission procedures, program content, faculty office hours, faculty schedules, course descriptions, registration questions, general campus inquiries, and basic academic policies. Provide students with general information about program requirements, class schedules, contacting advisers and faculty, etc. Refer students to the appropriate office or individual as needed and/or schedule appointments with adviser and faculty. Aid faculty and students with events from conception to cleanup. This involves reserving rooms, securing catering, printing, and any other required tasks.

Support Division Chair and Program Directors by pulling and organizing PeopleSoft data; identifying data and conducting basic source research; drafting reports; gathering information for grant proposals; formatting documents; responding to students about and scheduling grade appeals; aiding with curriculum changes; scheduling meetings and advising appointments. Accessing WebNow to input data into division database about student applicant information. Maintain all faculty files and all assessment files. Scheduling site visits for Counseling faculty with site supervisors. Support for adjunct faculty by sending orientation materials, communicating office procedures, aiding with campus directions, helping with textbook orders, classroom technology, supplies, Sakai, PeopleSoft, and any other issue. Making sure office equipment is running properly and coordinating with vendors to fix and faulty equipment. Prepare adjunct nomination forms, manage and organize campus interviews and serve as point of contact for candidates of contract/tenure-track searches. Collect and upload all Division syllabi; help with SLO review. Provide first line support for classroom technology and creation of materials (scans, photocopies). Monitor and order office supplies, manage mail and packages; maintain spreadsheet of core and adjunct faculty cell phone numbers for emergency situations. Coordinate administrative activities related to administration of academic records; program data tracking.

Collect and collate assessment materials; pull enrollment data; collaborate across colleges on events. Prepare schedule for submission to the Dean’s office; help program directors with proofing; manage classroom change requests. Identify rooms via VEMS available for faculty members to reserve for events.

Create, update, and maintain a divisional calendar, noting university, college, and divisional activities, events, and deadlines, including promotion and tenure timelines, performance management timelines, and other project timelines supporting faculty research, and activities associated with the Wagman Lab and Lassen Counseling Training Center department appropriate Lab(s) or Center(s) activities. Draft fact sheets pertaining to division initiatives (e.g., engagements with the National Aquarium, Global Field Studies / Study Abroad, Code in the School, and faculty research programs). Set up SharePoint sites for division, programs, faculty research programs, and courses. Manage and coordinate permissions and accesses for faculty, staff, and students.
 
Provide additional staff support for Dean’s Office events (Merit Awards, potluck, speakers). Serve as liaison to OTS, facilities, postal service, other colleges, etc. as needed. Help maintain and coordinate with faculty and facilities regarding department ABS facilities (appropriate departmental Labs, Centers Wagman Lab, Lassen Counseling Training Center, scheduling rooms, etc.). Update program websites and develop social media presence. Reach out to and update information about alumni. Courier items across campus.

Required Qualifications

Education: Baccalaureate degree in Business, Public Administration, Communications, PsychologyLiberal Arts or related field/discipline contributing to successful execution of position requirements

Experience: One year experience in administrative staff work and office management, including project management, providing program coordination support to a mid-size staff unit.
 
Preferred Qualifications

Experience: Two years of experience in administrative staff work and office management, including project management, providing program coordination support to a mid-size faculty and staff unit in an academic setting.
 
Additional requirements:  Skills with Microsoft Office Suite (Word, Excel, PowerPoint), PeopleSoft or comparable databases, knowledge of web development software, e.g., CMS and other social media to produce documents, communicate to stakeholders, and maintain information. Customer orientation, effective oral and written communication skills in the English language, and strong interpersonal skills. Skill in performing basic mathematical computations. Ability to present statistical material in table, chart, or graph form. Independently plan, organize, and prioritize multiple tasks and assignments. Ability to handle confidential and sensitive matters with tact and discretion. Ability to understand and follow oral and written instructions. Ability to establish and maintain effective working relationships. Ability to operate computers and other office equipment. Ability to train, supervise, and evaluate personnel.

The University of Baltimore ("UB" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.

We appreciate your interest in our recruitment. Please review the information below before you visit http://www.ubalt.edu/candidate_gateway/erecruit.html to view our detailed vacancy announcement and apply.

We need to receive your electronic application in our system by the vacancy closing date in order to consider you for the vacancy.  Information follows about submitting the electronic application and attaching your cover letter and resume. 

Applicant Instructions: Using Candidate Gateway to View and Apply for UB Vacancies

The Candidate Gateway system serves as your connection to the University of Baltimore’s job application process. It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records. Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process. Only qualified members of UB’s Human Resources team and members of the relevant search committee can access your application information. The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.

Please read and print the information below before you apply, and refer to it as you enter your application.

NAVIGATION

A - COVER LETTER AND RESUME ATTACHMENT AND UPLOAD

Before you apply:

 Save a single PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.

When you apply:

•In Candidate Gateway: Click “Browse” to access the Word or PDF document you saved with all of your documents.
•Then, click “Upload” to attach it.
•Click “Continue” to continue the application process.

B - ENTER DATA ON THE FOLLOWING PAGES:

Each page shows this display:
Previous Save Submit Close Application Careers Home NEXT

above and below the required data for the four categories shown above.

Click “Save” to save the data you entered on that page. The message “You have successfully submitted your job application.” confirms only that you entered that page of information into the system. You must click “Next” to continue and complete the entire application process.

1. Current and Prior Employment/Work Experience:

•Enter employment information relevant to your position of interest.
•You can use the first day of the month wherever dates are required.
•After you enter your work experience, click “Save,” then click “Next.”

2. Education/Education History and References:

•Use the dropdown to enter your highest education level.  Entering this information is required.
•Then, only college and university information is required. Click the plus sign to the left of the “Postsecondary Education” link to enter that information.
•For country, enter USA or click the hourglass to select another country.
•You can use the first day of the month wherever dates are required.
•Click the plus sign to the left of "References" to enter two professional references.
•After you enter your education information and references, click “Save,” then click “Next.”

3. How did you find out about us/how did you find out about the job?

•After you enter this information, click “Save,” then click “Next.”

4. Online Questionnaire/Application Questionnaire: Answer the questions requiring a yes or no response. After you answer them, click “Submit.” This leads you to the Submit Online Application page.

C – SUBMIT ONLINE APPLICATION

To apply for your selected job: When you reach the “Submit Online Application” page shown below, you must click “I agree to these terms” and then click the “Submit” button at the end of the screen. After you click “Submit,” then you will see this information at the top of your screen:

My Applications
Thank you for your interest in employment at the University of Baltimore. HR will process your application documents for the search committee’s consideration.
Note: This screen will also show additional information about the selection process and Office of Human Resources contact information.

Questions/Help
If you have trouble viewing our job postings or applying for the vacancy, contact pmason@ubalt.edu for assistance.

TO APPLY:

External applicants: Review the vacancy announcement at http://www.ubalt.edu/candidate_gateway/erecruit.html and click the external applicant link to apply.

Internal applicants (students taking classes at UB and current employees) with login and password for MyUB: use the internal applicant link, log into My UB, then click the “View or Apply for Job Positions” link on the left.

UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.

http://www.ubalt.edu/hr

  • Never use the Internet Explorer “Back” and “Forward” arrows to navigate. You will lose the information you have submitted.
  • To navigate between pages, use the “Next,” “Previous,” and “Return to Previous Page” buttons.
  • Use the “Save” button to save your information so you can return to it later and complete your application. Using “Save” does not complete the process to apply for a job opening.

UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.

The University of Baltimore ("UB" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices.

Last Published 10/2/15