Academic Resource Specialist
Job no: 494711
Full time/Part time: Full-time
Location: South Orange
The Academic Resource Specialist provides administrative support to ICSST administration and faculty, particularly in academic scheduling, and creating and maintaining academic calendars and those calendars relating to faculty contract renewal, promotion, and sabbatical. The Academic Resource Specialist facilitates and implements procedural processes for faculty contract renewal, promotions, and sabbatical applications, and assists the administration and faculty in grant-writing and reporting and on-going assessment of academic programs. The position allows for wide latitude in all aspects of the Office of Academics’ daily implementation of policies, procedures, and events.
Duties and Responsibilities:
- Provides Administrative Support regarding University Admissions Processes, Academic Calendar, and Scheduling
Maintains familiarity with regular Seminary cycle of classes and with the Program of Priestly Formation.
Collaborates with Associate Deans regarding anticipation of course needs based on certificate, MAT, and MAPM-student populations to ensure sufficient course offerings and varied course times.
Consults with Associate Deans to create second section, combine sections, or cancel courses, when necessary.
Following such collaboration, creates academic schedules each semester and summer session, and disseminates to Seminary community.
Serves as liaison to University Registrar regarding creation of courses each semester.
Develops and disseminates exam schedule.
Tracks and assesses registrations, ensuring that the composition of each class complies with Associate of Theological Schools’ graduate-to-undergraduate ratio regulations.
Attends Bi-weekly Graduate Admissions/Slate meetings
Mentors, advises, and generally assists all School of Theology Slate users (faculty, administration, and staff), as needed, in the use of Slate and any updates.
- Provides General Administrative Support to Rector/Dean, Associate Deans, Chairs, and Faculty.
Participates in strategic planning initiatives related to Graduate support services, representing School of Theology on University committees.
Assists Faculty and staff with SharePoint and PirateNet assistance as needed.
Advises professors of non-traditional students attending classes, and of course-adjustment needs for incompletes and withdrawals.
Assists professors with grade reporting processes; resolves any challenges.
Issues timely reminders and follow ups to remind faculty regarding grade submission.
Attends monthly academic faculty and faculty guide meetings, preparing and distributing pertinent documents, and taking and distributing minutes.
Assures adequate classroom space, special needs accommodations, and media services.
Resolves issues related to course scheduling.
Assures forms, such as independent study, course-substitution are signed, submitted, and filed; fields questions from faculty and students regarding completion.
Communicates with off campus formators to assure formation internship agreement and evaluation forms are completed.
Manages electronic files of syllabi and provides feedback to Associate Deans as needed.
Maintains faculty files, assuring updated CVs.
Maintains and updates ICSST SharePoint site and calendar.
Instructs new and adjunct faculty in Seminary style of syllabi and other administrative details.
Initiates AOCs for visiting scholars, adjunct professors, professors with administrative positions, overloads, and independent studies.
Serves as liaison to Department of Disabilities, regarding confidential testing and evaluations (initiated by Associate Dean) and securing timely recommendations for accommodations.
Creates annual photo guides of current faculty and staff.
Proctors exams for faculty as needed.
Supervises work-study students assigned to Academic Offices.
Works with Rector/Dean, Administration, faculty, and staff in assuring efficient and accurate submission of University reports, such as, APSA.
- Facilitates End-of-year Academic Events
Provides first review and analysis of registrar’s audit for graduation, giving evaluative comments to deans for approval.
Organizes, facilitates, and implements all end-of year academic events, including ICSST Graduate Commencement, Mass of Blessing, and Academic Awards ceremonies.
Leads meetings of faculty, administration, and staff in preparation, organization, and assessment of these events.
Assists students in the MA Research degree program by coordinating end-of-degree requirements (i.e., foreign language exam, comprehensive exams, thesis proposal, and thesis submission).
Supervises staff and work-study students in the organization and implementation of above.
- Edits Key Academic Support Documents and Web Page; Manages Social Media Efforts
Annually updates Academic Handbook, in collaboration with Associate Deans.
Assists in grant-writing and editing, as needed by administration and faculty.
Collaborates with Institutional Planning and Communications Analyst in updating Course Catalogue and Adjunct Faculty Manual.
Creates reports pertaining to academics, such as credits by semester and cumulative report of courses offered and not run.
Three times per year, creates faculty publications report, and disseminates to Seminary and University community, as well as diocesan leaders.
Prepares and disseminates monthly faculty bulletin, regarding upcoming events, and pertinent calendar information.
Contributes pertinent data for Seminary’s Annual Report, particularly as it relates to Academics and Faculty.
Participates in Public Relations and Marketing Meetings.
Collaborates with Senior Director of Seminary Advancement on strategic planning initiatives regarding social media efforts.
- Facilitates Procedural Processes for Faculty Contract Renewal, Promotions, and Sabbatical Applications
Provides administrative support in facilitating faculty contract renewal, promotion, sabbatical, and merit pay applications by maintaining and disseminating a calendar of applicable deadlines.
Provides time-line reports and checklists to Rector/Dean and Associate Dean regarding faculty who are eligible for contract renewal and promotion, and of those who have submitted their applications.
Works with Rector/Dean in assuring efficient and accurate submission processes.
Assists in preparation of faculty contracts.
Collaborates with Rector/Dean in assuring submission and dissemination of sabbatical reports.
Updates web-page regarding course offerings.
- Provides Administrative Support for On-Going Assessment of Academic Programs
Attends Seminary Assessment meetings throughout the academic year, including annual Assessment Days, organizing, and distributing handouts and taking and distributing minutes.
Assists in the work of Assessment Committee and Institutional Review Committee.
Assists faculty and deans with editing assessment reports.
Collaborates with administration on ATS and special assessment projects.
- Bachelor’s degree – Field of study: Business, education, theology;
- Experience with Microsoft office products, such as, WORD and EXCEL required.
- Knowledge of PUBLISHER and ACCESS helpful.
- Some knowledge of a Seminary environment, or of Church work.
- Must have ability to collect and analyze information and problem solve when necessary.
- Must have ability to multi-task and work with changing priorities and short deadlines. Must be a self-starter and team-player.
- Basic office and people skills.
- Must be able to “trouble-shoot.”
- Must be able to communicate clearly through emails. Must be able to edit reports and various documents to ensure accuracy.
- Professional and respectful demeanor, particularly attentive to the courtesies involved in speaking with church leaders and guest lecturers.
- General office environment
Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.
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