Academic Program Specialist (Finance)
Dept Number/Name: 0-3720-000 / Registrar's Office
Salary Plan: Staff
Job Code/Title: 2200 / Academic Program Specialist
Hiring Salary/Salary Range: $38,200
Position Number: 00018833
ORGANIZATIONAL SUMMARY:
The Office of the Registrar leads a hub of critical services for student, faculty and staff, including student and academic record keeping, a conflict free academic schedule, registration, graduation, data reporting and state and federal compliance to support the university's educational programs.
POSITION SUMMARY:
This position has the primary responsibility to monitor college and departmental scheduling requirements and practices to ensure space is used optimally, ensure full compliance with scheduling requirements, assist in academic classroom scheduling, Primary Scheduling Software and Student Information System as well as maintaining the shared email inbox and completing weekly calendars and locking schedules. This position also monitors and updates the ASCM webpage content. This position assists with training members of the USF community on the use of Primary Scheduling Software (25Live), including basic operation as well as helping to onboard departments and/or specific rooms into the environment. Additionally, this position assists with maintenance of interface (Lynx) between Student Information System (Banner) and PSS (25Live). Additionally, this position assists, during high volume times, with maintenance of both Course and Section level attribute and fee entry, to ensure accurate billing of students and funding distribution to departments.
RESPONSIBILITIES:
Primary monitor of a shared department email inbox and the Primary Scheduling Software (PSS). Responsible for processing general use event space requests for academic related activities such as reviews, alternative calendar, help session, seminars, exams, tutoring, and department meetings. Confirms general use classroom logistics, monitors classroom access, and resolves scheduling conflicts. Assignments of general use classrooms for non-academic activities such as grant programs, orientations, testing services, and other non- credit activities. Other USF related offices such as Facilities maintenance requests and classroom technology requests using the PSS. Works with task forces as needed to ensure requests are placed in appropriate rooms, observing any mandated safety compliance requirements.
Manages the scheduling of all classroom space for academic courses considering special needs such as technology, capacity, proximity and availability. Investigates and verifies all Requests for Variance from approved meeting patterns that are submitted by Colleges/Departments for feasibility and legitimacy. Make a recommendation for approval or denial to the University Registrar. Scans request and returns to requestor with final disposition.
Assists with preparation of the room optimization process using the PSS. Compiles academic course data from SIS to ensure event searches, constraints, multiple meeting patterns and partitions are created and correct in PSS before the course optimization. Administers the automated placement of academic courses in the PSS optimizer. Reviews and analyzes the results to complete outstanding missing room placements. Monitors the class schedule of courses to ensure they are meeting the scheduling requirements following the processes and procedures mandated by the Provost's Office before and after the room optimization process to ensure space is used optimally and courses are in compliance. Continuously ensures the schedule is free of errors and/or conflicts.
Produces weekly locking schedule for all general use academic space (~155 classrooms) for a two-week period of time. Generates a weekly Weekend Calendar of Events for Facilities, University Police, and Security. Monitor schedule changes and capture changes using PSS reports to ensure appropriate building/classroom access. Serves as liaison between Classroom Technology Services and Facilities to facilitate classroom management. Corresponds with faculty and academic schedulers when needed to address classroom maintenance issues. Submits and tracks progression of work orders through the online work order requests system. Assists with management of Lynx interface between Banner and 25Live. Assists with onboarding departments into 25Live; working to both incorporate for HVAC control as well as incorporating additional spaces as needed. Assists in Course/Section maintenance of fees and attributes to ensure accurate departmental funding for each course.
Responsible for ensuring confidentiality of student data. Performs all work with confidential and sensitive student information under observance of the Family Educational Rights and Privacy Act (FERPA), and other federal and State guidelines. Informs the individuals working with confidential student information about legal restrictions, privileges, and ethical considerations surrounding its use. Supports the mission of Student Success, Enrollment Planning and Management, and the URO with other duties as assigned, including serving as an outstanding team member by assisting colleagues in high volume periods and serving as supervisor in the absence of the Assistant Registrar. Updates professional knowledge by attending professional meetings, local and state conferences, and training sessions at the request of the University Registrar, and actively contributes to the ongoing editing of our office procedures through our Wiki. Regularly updates the Assistant University Registrar on status of projects, highlighting important
Performs other duties as assigned.
Supports the mission of Student Success, Enrollment Planning and Management, and the URO with other duties assigned.
POSITION QUALIFICATIONS:
MINIMUM:
This position requires a high school diploma or equivalent, with four years of experience in office or administrative positions. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
PREFERRED:
Bachelor's degree in an area that foster strong critical think skills, most preferably from USF; experience scheduling and/or overseeing facilities/space; familiarity with scheduling software; knowledge of student information systems; proven customer service skills with comfort in the enforcement of rules and regulations including knowledge of and ability to adhere to FERPA; knowledge of USF/SUS regulations.
USF Tampa
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 38359
Posting Date: 12/06/2024
Posting End Date: 12/20/2024
How to Claim Veteran's Preference:
This position allows eligible veterans and their spouses to claim Veterans' Preference pursuant to Florida Statute 295.
Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION; such documentation is required for eligibility determination.
Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.
For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.
How To Apply
Click on the Apply Now button. When applying to an opening you will have the opportunity to upload a cover letter and resume.
Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above. YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.
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To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email HR-ADA-Request@usf.edu .
Equal Employment Opportunity
USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.
The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.
USF's Equal Opportunity Affirmative Action Statement .
Federal Rights
Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .
Work Location
Campus map and location overview: USF - Tampa Campus
About USF
The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.
Working at USF
With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region. At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees. We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.
To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .
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