Required Qualifications (as evidenced by an attached resume):
Bachelor’s Degree (foreign equivalent or higher). Two [2] years of full-time administrative experience, preferably in a student services type setting within a Higher-education/academic environment (i.e. advising, admissions, financial aid, registrar, counseling, student programming/activities, orientation, student services, or enrollment/retention). (Related experience obtained as a student or intern/extern may be considered.) Professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc.)
Preferred Qualifications:
Master’s Degree (foreign equivalent or higher). One [1], or more, additional years of full-time administrative experience, preferably in a student services type setting within a Higher-education/academic environment.(i.e. advising, admissions, financial aid, registrar, counseling, student programming/activities, orientation, student services, or enrollment/retention). Advising experience in a higher education or university setting. Experience working with one, preferably more than one, of the following systems: PeopleSoft, Navigate, Degreeworks, Brightspace/Blackboard, CampusLabs, Nolijweb/OnBase, Wolfmart, Concur, Avid, SMRT, SBU Reporting, SOLAR, AccessVIS, 25Live, OUCampus, etc. Experience conducting trainings or delivering presentations. Project management and/or event planning experience.
Brief Description of Duties:
The Department of Political Science Administrative Office provides advising and departmental support for the roughly 650 undergraduate and graduate students enrolled in our major, minor, and graduate degree programs. Reporting to the Business Administrator, the Undergraduate Program Coordinator (UPC) is an integral member of the Administrative Office team who will work closely with department faculty to connect undergraduate students to department and campus resources related to their academic and career goals.
The UPC role is a dynamic combination of academic advising and project management that will help to support the teaching and research mission of the department. The successful incumbent will have excellent customer service and interpersonal skills, exercise strong organizational and time-management skills with an exceptional attention to detail. They should be comfortable interacting with individuals at various levels within an institution, as well as the general public, whenever necessary. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving.
A successful incumbent will be responsible for:
- Program Coordination: Responsible for coordinating all aspects of the undergraduate program’s academic administrative matters, such as academic planning, administering program policies/procedures, student recruitment, admissions, registration, financial support, and advising; degree bulletin and course catalog, department brochures and advising materials, and grades reporting. As the primary liaison between students, internal faculty advisors/committees and external program members, serve as point person and information source for all University and departmental policies and procedures relevant to the program.
- Registration: Coordinate the department registration procedures. Process student’s request to register for course forms. Administer tutorial courses. Override permissions to register students when necessary. Closely monitor course enrollments. Provide resolution to course conflicts, enter master scheduling of courses on-line, monitor add/drop and section changes, place reserves and wait-lists as appropriate, and perform prerequisite screening. As needed, partner with International Academic Programs & Services regarding VISA appointments and processing. Works closely with appropriate parties in relation to those students entering the sequential program.
- Advising: Advise current and prospective students in individual and group settings on an ongoing basis for the program, and communicate on a regular basis about courses, majors, degree requirements, and policies/procedures with students, faculty, program directors and/or others as per NYS guidelines. Act as liaison between students and faculty/the Director of Undergraduate Studies. Monitor the progress of students toward degree completion, and perform related administrative, academic advisory, and editorial duties. Prepare candidate files for the Director of Undergraduate Studies’s review for graduation. Resolve problems with missing or incorrect grades on transcripts; remove advising holds. Provide the Director of Undergraduate Studies with administrative support for university awards, scholarships, and fellowships. Send notification to students and on-line clearance of graduation candidates. Ensure students complete college requirements and current university policies and deadlines are met.
- Student Recruitment: Assist with all activities related to attracting prospective students. Work in conjunction with the Director of Undergraduate Studies and Business Administrator to design recruitment events/campaigns, new materials, and methods to advertise and promote the program, as well as enhance the diversity of the student body.
- Program Support: Work closely with the Director of Undergraduate Studies, Department Chair, Faculty, and Business Administrator to improve the administration of the undergraduate program in the department. Provide administrative support to the Director of Undergraduate Studies, their meetings and in implementing their decisions as well as coordinate any special projects as needed such as mentoring.
- Coordinate program degree requirements: Coordinate writing requirements, course substitutions, transfer course/credit evaluations and course registration permissions; review and forward to the appropriate instructor and/or director with applicable supporting documentation. Coordinate new course approvals/revisions or deletions.
- Assist the Director of Undergraduate Studies and Business Administrator in the planning and coordination of the departmental undergraduate classes (all semesters) and tentative year in-advance scheduling.
- Manage course syllabi, course descriptions, grade change forms, instructor evaluations, and schedule classrooms for final exams. Maintain up-to-date listings of faculty office hours each semester. As needed, assist with faculty book orders.
- Assist the Director of Undergraduate Studies or their designee with administrative tasks related to undergraduate experiential learning and extracurricular programs, such as the Department’s International Relations Speaker Series, Undergraduate Research Assistant Program, internship programs, and the national political science honors society, Pi Sigma Alpha. In coordination with the Business Administrator, ensure all expenses for invited speakers and events are processed and expense reports maintained.
- Manage promotional material for the program (Open House, Orientation, website, Brightspace, newsletter, social media, marketing, etc.). Serve as the direct department liaison with the Office of Conferences and Special Events for the Department convocation and University commencement events. Communicate event details and event participation requirements to graduating students. Assist with any departmental events such as Admitted Student Day, Convocation, undergraduate program speakers, recruitment, and ceremonies.
- Represent the undergraduate program at meetings as needed. Interact with other University offices as needed, i.e. Academic and Transfer Advising Services, the Division of Undergraduate Education, Student Engagement & Activities, Office of the Dean of Students, Career Center, International Academic Programs, Office of Conferences and Special Events, Office of Financial Aid and Scholarship Services, Registrar’s Office, Student Accounts, the Center for Excellence in Learning and Teaching, and other departments as necessary.
- Records and Reports: Keep accurate and complete program and student records with adherence to FERPA regulations, from admissions through graduation clearance including demographic and career history. Provide reports, tuition rosters, and statistics, as needed, in support of program data, and program decisions. Digitize, archive, and dispose of records in accordance with NYS, SUNY, and University record retention policies. Collect and compile program assessment information and assist in the preparation of program assessment reports.
- Administrative Office Operational Support: Provide professional staff support for the department administrative office in addition to the Graduate Program Coordinator and Business Administrator to ensure seamless delivery of services to students, faculty, and other department guests. Serve an indirect supervisor for student assistants/federal work study office assistants in the department administrative office. Collaborate on the hiring, training, and management of office assistants to support regular office operations (record processing, advising, and special projects).
- Provide back-up support for additional areas of program or the main office.
- Other duties or projects as assigned as appropriate to rank and departmental mission.
Special Notes:
This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.
In addition to the employee’s base salary, this position is eligible for $3,087 UUP annual location pay, paid biweekly.
For this position, we are unable to sponsor candidates for work visas.
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
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