Academic Program Administrator, Undergraduate

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University of Notre Dame

Location: Notre Dame, Indiana
Category: Admin-Academic Advising
Application Deadline:

Job Description

Job Title

Academic Program Administrator, Undergraduate

Job Description

This role provides dedicated support to undergraduate students in the Electrical Engineering (EE) program and offers administrative assistance to the Director of Undergraduate Studies (DUS). It is a key position within the department, encompassing a variety of responsibilities including course scheduling, event coordination, student support, and communications. The successful candidate will play an integral part in the smooth operation of the undergraduate program and contribute to the department’s mission.

Responsibilities

Course Scheduling:

Collaborate with area chairs to plan and coordinate the department’s course schedule.
Serve as the primary liaison between the department, the Registrar’s Office, and the College of Engineering Dean’s Office regarding undergraduate programs.
Process course overrides in Banner during student registration periods as directed by the DUS.

Event Planning Assistance:

Support departmental events, including undergraduate registration information sessions, sophomore mentorship events, welcome-back gatherings, and other related activities.
Manage event logistics to ensure a seamless experience for participants.

Commencement Coordination:

Oversee all logistical aspects of the department’s undergraduate commencement ceremony.
Collaborate with the DUS, Department Chair, Dean’s Office, Registrar, and student committee to organize awards, schedules, publications, and final event details.
Act as the primary point of contact for students regarding ceremony-related matters.

ABET Accreditation Support:

Assist with the department’s undergraduate assessment program for ABET accreditation.
Request, organize, and process data for reporting and assessment activities, ensuring timely completion of all requirements.

Student Support:

Facilitate the creation and management of undergraduate student jobs, including monitoring and approving hours in Ultratime.
Provide support for student club requests as needed.

EE Seminar Series Coordination:

Plan and organize departmental seminars and guest speaker events in collaboration with EE faculty.
Coordinate schedules, travel arrangements, and comprehensive agendas for invited speakers.

Communications and Content Management:

Serve as the primary liaison for the EE Communications Committee, ensuring consistent and relevant content for social media platforms and the department’s digital display monitor.
Collaborate with faculty, staff, and students to create engaging communication materials.

Additional Responsibilities:

Provide backup support to the Graduate Academic Program Administrator.
Perform other duties and special projects as assigned.

This position requires exceptional organizational, communication, and interpersonal skills, along with the ability to manage multiple priorities effectively. The ideal candidate will thrive in a collaborative environment and demonstrate a strong commitment to supporting undergraduate students and departmental goals.

#LI-AW1

Minimum Qualifications

Experience:

Minimum of three years of professional experience.

Technical Skills:Proficiency in standard software programs, including:

Microsoft Word, Excel, and PowerPoint
Adobe
Google Workspace (Docs, Sheets, Forms, Slides)
Canva
Ability to quickly learn internal systems such as Banner, GPS, UltraTime, and BuyND.

Key Competencies:

Strong organizational skills for managing information and event planning.
Ability to work independently, prioritize tasks effectively, and adapt to changing needs.
Excellent written and verbal communication skills.
Exceptional interpersonal skills for engaging with a diverse range of individuals in a professional and patient manner.
Ability to thrive in fast-paced environments while balancing multiple priorities and meeting deadlines.

Additional Requirements:

Commitment to maintaining confidentiality.
Physical ability to lift light boxes and travel to various buildings across campus.

Preferred Qualifications

Education:

Bachelors or Associate’s degree OR up to three years of college and or technical school.

Department

Electrical Engineering (31025)

Department Website

ee.nd.edu

Family / Sub-Family

University Operations / Administrative Operations

Career Stream/Level

NIC 2 Coordinator

Department Hiring Pay Range

Up to $23/hr | Commensurate with experience

Pay ID

Bi-Weekly

FLSA Status

S3 - FT Non-exempt Hourly

Job Category

Office/Clerical

Job Type

Full-time

Schedule: Days of Week & Hours

Monday – Friday, 8:00 – 5:00 pm,
Possibility of up to one remote day during the academic year and up to two remote days during the summer. Dependent on needs of department.

Schedule: Hours/Week

40

Schedule: # of months

12

Job Posting Date (Campus)

12/12/2024

Job Posting Date (Public)

12/12/2024

Job Closing Date

12/27/2024

Posting Number

S251637