The primary role of the Academic Resource Specialist is to provide comprehensive administrative support for the academic operations of Immaculate Conception Seminary School of Theology. This includes managing course scheduling, coordinating with faculty and administration to ensure academic compliance, and serving as a liaison with the University Registrar. Additionally, the role supports faculty and student services, overseeing assessment processes and facilitating faculty sabbatical and promotion procedures. The The Specialist assists the Administrator for Budget and Financial Operations in Academic Billing and Financial Operations and provides reception desk coverage once weekly. The position also contributes to institutional communications, public relations, and strategic planning efforts related to academic programs and faculty affairs.

Duties and Responsibilities:

Administrative Support for Academic Scheduling and Curriculum Coordination
• Maintains a thorough understanding of Immaculate Conception Seminary School of Theology’s (ICSST’s) academic cycle and the Program of Priestly Formation.
• Collaborate with Associate Deans to ensure adequate course offerings/scheduling needs. Will also schedule meetings as needed.
• Works closely with the University Registrar’s Office, faculty and students and distributes finalized schedules to the Seminary community.
Academic Administration and Faculty Support
• Maintains and updates the ICSST SharePoint site.
• Advises faculty on needs for students; course adjustments, grade reporting, troubleshooting, scheduling meetings, meeting preparation and follow-ups.
• Coordinates classroom assignments, special accommodations, and media services to support academic needs.
• Assists the Associate Deans in communicating with off-campus formators to facilitate the completion of formation internship agreements and evaluation forms.
• Manages electronic files, faculty records
• Provides orientation to new and adjunct faculty
• Serves as a liaison to the Office of Disability Support Services
• Supervises Work-Study students assigned to the Academic Offices.
• Assists with ensuring accurate and efficient submission of University reports, such as Targets.

Reception Desk Responsibilities
• Provides front desk coverage, greeting guests, answering main Seminary phone, and sorting daily mail.
Academic Billing and Financial Operations Support:
• Tuition Management Support
• Stipend requests, I-9 forms, Independent Contractor forms
• Accounts Payable inquiries
• Back-up support as needed for Budget and Financial Operations Administrator

Adjunct Faculty Compensation (FLAC) Support
• Ensures accurate and timely processing of payments and attends needed meetings on FLAC
• Addresses inquiries from adjunct faculty regarding compensation, payment timelines, and related matters.

Academic Communications and Reporting Support
• Assists administration and faculty with updating the Academic Handbook, course catalogue, grant writing, and editing as needed.
• Prepares and distributes academic reports, including faculty publications.
• Collaborates with Public Relations and Marketing to ensure accuracy of ICSST’s webpage
• Assessment reporting (ICSST assessments meetings, minutes, materials) and ATS reporting assistance

Required Qualifications:

Bachelor’s degree Required in a field such as Business, Education, Theology, or Communications.
3-5 years of related experience
Some knowledge of a Seminary environment and mission, along with an understanding of the Archdiocese of Newark or NJ dioceses, and the formation of seminarians.
Support of the Catholic Mission of Immaculate Conception Seminary School of Theology and Seton Hall University.

Desired Qualifications:

Administrative Work in a Church (Chancery or Parish), or University setting preferred.

Licenses and Certificates:

N/A

Salary Range:

$22.07 - $30.35

Exempt/Nonexempt: Nonexempt

Physical Demands: General Office Environment

Special Instructions to Applicants:

Please give the name and contact information of two references.

Benefits Information: 

Full Time Benefits

Life today is complex. That’s why Seton Hall University offers a comprehensive package of benefits and programs to help you simplify and enrich your life.

These benefits are important elements of your total university compensation package. Benefits include but are not limited to bundled medical, prescription, and vision insurance, dental insurance, and life insurance, and retirement plan. More information is available at https://www.shu.edu/human-resources/benefits.html. 

Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.