Administrative Specialist--Provost's Office | University of New Haven

Administrative Specialist Provost's Office The University of New Haven, founded on the Yale campus in 1920, is a private, coeducational university situated on the coast of southern New England.

It's a diverse and vibrant community of more than 8,800 students with campuses around the country and around the world. Within its five colleges, students immerse themselves in a transformative, career-focused education across the liberal arts and sciences, fine arts, business, engineering, public safety and public service.

More than 100 academic programs are offered, all grounded in a long-standing commitment to collaborative, interdisciplinary, project-based learning.

The Administrative Specialist will provide administrative support for or execute day-to-day operations for Office of the Provost Programs including the academic scheduling, retention and advising outreach, and study abroad.

• For these programs, the Specialist : (1) oversees room scheduling processes for courses each term; (2) communicates with faculty and staff regarding academic alerts;
• 3) provides administrative assistance for the University Interdisciplinary Collaborative and the study abroad program, (4) oversees budgets of select, relevant programs;

and (5) completes other related tasks as assigned. You Will : Academic Scheduling (50% time) Work with Provosts Office and Registrar's Office in determining deadlines for academic schedule submission and scheduling priorities.

Oversee use of Ad Astra Scheduling Software to optimize room assignments, manually completing and resolving room assignments and arbitrating to prioritize room changes and special requests.

Work with Registrars to roll out schedule for final exams including room assignments; resolve time and room conflicts. Serve as liaison between faculty and Registrar's Office to mediate classroom assignment issues, final exam schedules, and others.

Serve as liaison between Registrars and Facilities to ensure classroom assignments in Ad Astra and Banner are synced to EMS (events management system).

Communicate with Office of Facilities regarding classroom availability, particularly during academic breaks. Coordinate with Facilities regarding room capacities, room setup, and room availability.

Set up Ad Astra Schedule for Final Exam Room Assignments. Follow established scheduling policy, assigns courses to appropriate classrooms and labs (or sets guidelines for course meeting patterns, modalities, and course enrollment limits).

Generate reports on classroom utilization Coordinate with Associate Deans to build schedules. Work with colleges to optimize room scheduling preference s set in Ad Astra.

In consultation with the Associate Deans of the colleges and the Office of the Provost, makes adjustments to class sizes and numbers of discussion sections.

Devise solutions to classroom space and scheduling problems, taking into account the curriculum needs of students, the needs of faculty, and available options.

Make room change requests as needed, particularly in support of student and faculty accessibility. Academic Retention and Advising Support (20% time) Assist in the delivery of regularly scheduled progress reports via Navigate.

Monitor academic alerts and communicate with individual faculty as directed regarding academic issues and census information.

Obtain data on individual student schedules and academic progress for Provost Office communications. University Interdisciplinary Collaborative (20%) and Study Abroad (10%) Financial administrative support for associated programs and initiatives : Process stipends and reimbursements to instructors Assist with processing and expense tracking for purchase orders Assist with the scheduling, payroll, and oversight of student workers Clerical Duties : Coordinate with instructors, program coordinators and the Registrar's staff to address concerns Schedule meetings Assist with event planning and execution Other Duties as Assigned You Have : A bachelor's degree is highly desirable for this position;

equivalent combination of degrees and experience will be considered. Experience with Office 365 (Word, Excel) and other software systems.

Willingness to learn new software tools in support of job responsibilities. Outstanding verbal and written communication skills.

Ability to work collegially with faculty, staff, and students. Attention to detail and ability to prioritize multiple tasks and meet competing deadlines.

Ability to work with minimal oversight; self-directed. Prior administrative experience. Experience working with expense reporting.

Proven ability to find solutions to conflicting situations. Customer service orientation and ability to be flexible and adaptable to change.

Preferred Qualifications Thorough knowledge of academic software systems including : Banner, Ad Astra, Navigate, Canvas.

What's In It For You : Health & Welfare Programs : Employees and their eligible family members, including spouses and dependent are eligible for Medical, Dental, Vision and Life Programs.

• Wellness & Fitness : On-campus Recreation and Fitness Center for employees and families; Employee Assistant Program Commitment to Educational Excellence : Tuition assistance for employees and eligible dependents;
• Tuition exchange opportunities Employee Discounts on products, services and educational opportunities Work / Life Benefits : Generous paid time off programs;
• progressive paid holiday schedule (including holiday break between Christmas and New Year's); 4 weeks of parental paid leave;

flexible work schedules including summer hours where applicable