Clerk IV (Undergraduate Programs Assistant)

Job Summary

Supports the Undergraduate Program Manager with the coordination of the College of Information and Computer Sciences’ multiple undergraduate academic programs.

Essential Functions

Processes and tracks applications to become a computer science major. Processes major changes in SPIRE. Prepares concentration proposals for review by the Undergraduate Program Director (UPD).

Processes minor intent forms and monitors each minor’s progress through the completion of their requirements. Adds the minor credential to each student’s official record once complete.

Oversees communication and processing related to admissions for re-enrolling students and transfer students.

• Communicates with students directly about program or procedural updates. Provides specific guidance to students regarding application process, pending applications and status of transfer credit review.
• Prepares and processes Transfer Credit Evaluations (TCE) and maintains data in databases. Coordinates and communicates with appropriate faculty, staff and students, and sets up the Computer Science Placement Exam (CSPE).
• Imports data from online forms to the appropriate databases and confirms that the data provided is accurate. Collects data to be used to plan future outreach efforts as we grow existing programs or add new ones.

Maintains student databases related to application and new student information. In conjunction with the College’s Data Analyst, analyzes data and provides recommendations to the Undergraduate Program Manager (UPM), the Undergraduate Program Director (UPD), and the Chair of the Faculty.

Creates and modifies online student forms as policies change or new programs are added. Updates the College’s web pages using HTML and Drupal.

These updates include editing text, graphics, links, and webforms.

• Responds to inquiries from the general public regarding the College’s undergraduate programs and refers more complex inquiries to the proper individual.
• Coordinates undergraduate events such as orientations and undergraduate program information sessions. This includes coordinating event speakers, setting dates, creating event flyers, announcing the events via email, creating atrium displays, and updating calendars and event web pages.

Assists the College’s Events Manager with additional undergraduate events as needed.

• Provides additional help during busy times of the year. Tasks may include, but are not limited to, processing enrollment, independent study proposals, various data entry, assisting with special projects, etc.
• Acts as a backup for the Main Office Coordinator when they are unavailable. This includes, but is not limited to, greeting students, faculty, and staff who enter the Main Office, answering the Main Office phone line, opening the building, closing the building, and creating copies of exams.

Other Functions

• Performs related duties as assigned or required to meet Department, College, or University goals and objectives.
• Understands responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with University policy.
• Contributes toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.
• Understands and contributes to implementation of departmental and institutional goals for achieving non-discrimination and creating a respectful, inclusive environment that is supportive of diversity.
• Uses access to sensitive and / or not yet public university related information only in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• High School diploma or equivalent.
• Ability to arrive on time each day in order to maintain the office hours required for this position.
• Strong interpersonal skills with the ability to interact effectively, and create and maintain harmonious relationships within the academic programs team, the College, and across the University with a diverse population of staff, faculty, students, and off-campus constituents.

Ability and willingness to work empathetically with a diverse student population and contribute to their success.

• Strong written and verbal communication skills. Ability to write concisely, express thoughts clearly, and develop ideas in a logical sequence.
• Independent initiative. Must have the ability to stay on task and work productively with a minimum amount of supervision or guidance.

Willingness to take on a variety of tasks related to the successful operation of the academic programs. The ability to adapt and work effectively as the College and academic programs team grows.

• Strong organizational skills and attention to detail with the ability to complete assignments in a timely manner, balancing the demands of concurrent and potentially competing projects.
• Ability to exercise sound judgment and maintain confidentiality. The ability to think through problems, organize and seek out data / information, identify key factors and underlying causes, and generate solutions.
• Strong computer skills including at least intermediate expertise with :
• Email.
• Calendar systems such as iCal, Outlook, or Google.
• Word processing software such as Microsoft Word or Google Docs.
• Spreadsheets such as Microsoft Excel or Google Sheets.
• Databases such as Microsoft Access or FileMaker.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• Experience in academic program administration or a related field.
• Experience with SPIRE.
• Experience redeveloping workflow processes by creating web-based or other electronic forms.
• Experience updating layout and functionality of databases such as FileMaker Pro.
• Experience updating webpage text, graphics, and links using HTML or Drupal.

Physical Demands / Working Conditions

Typical Office Environment.

Work Schedule

• M-F 8 : 30am-5pm.
• May be required to work some nights and weekends.

Salary Information

Grade 13