Associate Coordinator, Navy Programs

Job Summary :

Reporting to the Director of Navy Programs, the Associate Coordinator, Navy Programs, provides academic advising to military, family members, and civilian students, which includes assisting with the development and processing of degree maps / templates.

This role helps to direct program initiatives / projects, assists students with interpretation of policies / programs, evaluates unofficial transcripts for transfer credits, and assists with student recruitment and retention activities.

The incumbent will be expected to liaise with Director on classroom assignments and building security, monitor base assistants, maintain classrooms and computer lab overall cleanliness, and greets students on the first week of the 8-week term session.

Qualifications :

• Associate’s degree or equivalent qualifying work experience
• Proficiency in Microsoft Office suite applications to include Word, Excel, Outlook and PowerPoint
• One year of general office experience providing customer service and managing multiple projects independently (or in a team environment)
• Bachelor’s degree or equivalent
• One year experience with BANNER student information system
• Experience with military tuition management systems e.g. Air Force AI Portal, ArmyIgnitED or Navy College Management Information System (NCMIS)
• Two years of student services experience in higher education with a focus on military / veterans, adult affiliated and distance education programs
• Successful candidate will be able to work in an environment that utilize excellent time and stress management skills.
• Must have excellent interpersonal, customer service and communication skills
• Must be able to work in an environment that utilize excellent time and stress management skills
• Report to work obligations to support the department and may require work during HPU’s winter break, if necessary
• Must meet training and background check qualifications and comply with the Protection of Minors policy
• Must be able to work all shifts and extended hours
• Upon hire, candidate must have reliable transportation to facilitate travel between all HPU worksites and other locations as required by the position.

This includes a valid driver’s license and a personal vehicle that is legally registered and insured.

Must be able to obtain personal military credentials for access to U.S. military bases

Key Responsibilities :

Academic Advising (35%)

• Interpret and explain undergraduate and graduate academic programs, and policies governing matriculation to new, returning, and transfer students
• Advise students pursuing on base and online degree programs
• Correspond with students via email, telephone, Skype, Zoom and face to face regarding : admissions; course selection and substitution;

registration (including changes), recruiting and retention initiatives to include Faculty Feedback and other general inquiries

• Prepare and maintain worksheets which document the progress of students’ academic program completion
• Assist with General Petition and BANNER processing of course substitutions
• Conduct initial degree program audit for Petition to Graduates
• Report graduation processing through required portals
• Provide unofficial evaluation of transcripts to students
• Approve student registration for each semester, and act as a student’s advocate via the general petition for individual needs and any extenuating circumstances regarding matriculation
• Carry-out projects regarding retention activities such as intrusive advising, assisting students on probation, orientation activities and seminars
• Assist students with the admission process including submitting of transcripts, medical records and navigating tuition options
• Assist students with the career search in coordination with the Career Services Center
• Maintain database of student’s enrollments (new, continuing, and returning); petitions to graduates, degree plans, add / drops, general petitions

Customer Service (30%)

• Coordinate and ensure timely processing of all student paperwork in regards to Admissions to include : applications for special status students and returning students, application fees, Health Clearance forms, term deferments, intent to enroll forms, and other necessary forms.
• Coordinate and ensure timely processing of all student paperwork in regards to Registrar’s Office to include : Health Clearance forms, Change of Program forms, add / drop requests, registration override requests, requests for final processing of General Petitions, and other necessary forms / requests.
• Coordinate and consult with other support departments (Bookstore, Financial Aid, Business Office, Military / Veterans Center, and MCP National Test Centers) in support of all degree programs
• Assist students with complaints and grievances
• Provide guidance and information to students on matters related to course financing to include : Military Tuition Assistance, Veterans Education Benefits, Federal Financial Aid, and Military Spouse Career Advancement Account (MyCAA), Military Awards and Grants
• Liaise with appropriate agencies on issues concerning : MyHPU access, online learning management, bookstore and book purchases, web registration / withdrawal
• Ensure all operational processes are completed properly and in a timely manner : admissions, registration, tuition payments, and other administrative functions as they apply
• Process base access requests for students, faculty and essential HPU staff
• Ensure correct student attributes / cohorts are applied to student Banner records

Campus Management Interface with CPS Dean, Assistant Dean, Department Chair, Coordinators, and Support Departments (15%)

Inform the CPS Dean and Senior Director on matters pertaining to campus enrollments; facilities, faculty, student concerns;

generate ongoing and ad-hoc reports for the University, DoD-MOU, and SOC as required

• Coordinate CPS / MCP term to term course schedules with base colleagues to ensure all academic program requirements and site MOU’s and DOD-MOU requirements are met
• Coordinate and consult with support departments (Admissions, Bookstore, Financial Aid, Business Office, Military / Veteran Center, Registrar’s Office) with planning and implementing of all operational processes
• Maintain professional working relationship with the staff at the Navy Educational Services Center
• Assist with updating of information boards on campus site
• Assist with managing of Base Assistants

Miscellaneous CPS Projects and Events (15%)

• Assist with contacting new and returning students to encourage registration
• Participate in award ceremonies, education fairs, and military events to promote HPU educational programs as necessary
• Assist in recruiting and community service activities as necessary
• Promote HPU and CPS events / initiatives to encourage student participation
• Maintain professionalism by staying current on issues in American higher education
• Ensure all faculty and staff conform to the HPU culture by providing a professional, friendly environment for the conduct of University business

Perform other related duties as assigned (5%)

• Actively participates as an effective member of team by completing assigned duties, accepting additional assignments or reassignments
• Assists with seasonal peaks

This description is not designed to list all activities, duties or responsibilities which may be required for this job. Other duties, responsibilities and activities may be assigned at any time.