Academic Support Specialist, Freeman College of Management
Location: Lewisburg, Pennsylvania
Internal Number: 3348824
Academic Support Specialist, Freeman College of Management
Job No: 497142 Position Type: full-time Location: Lewisburg, PA Categories: Other, Clerical / Support, Academic Affairs
The Academic Support Specialist provides high-level, essential support to the Associate Dean of Students in the Freeman College of Management. This position engages in front-line student academic support, oversees multiple tasks and projects with competing priorities and deadlines, screens and prioritizes communications and opportunities from external and internal constituents, and handles the effective administrative processes. The Academic Support Specialist manages and coordinates assigned calendars, meeting schedules, travel, and correspondence as well as assisting in the execution of projects, initiatives, and events related to the running of certain programs within the College. This position involves frequent student-faculty-administration-parent contact and assistance, and a thorough knowledge of the management curricula.
The Academic Support Specialist in this role must be qualified to provide student advising throughout the semester, including monitoring relevant reports to spot potential problems for student academic progress. Advising will be required both one-on-one and in a group setting and includes both curricular and personal advising. This position requires some evening and weekend hours to accommodate students in need and staffing events. Some overnight travel may be required for student trips and for ongoing professional development opportunities. Above all, the Academic Support Specialist demonstrates the ability to work independently, handle confidential information, work in a pressured environment, and pay careful attention to details while multi-tasking and meeting deadlines. The Academic Support Specialist reports to the Associate Dean of Students in the Freeman College of Management.
The Dean's Office of the Freeman College of Management recognizes the value and importance of an inclusive and diverse workplace. The Office is committed to working affirmatively to recruit and support a diverse group of staff, students, and faculty. In the Dean's Office, an active exchange of many viewpoints in an environment of mutual respect is highly valued. Attracting talented people from a variety of backgrounds improves the functioning of the Dean's Office and is crucial to our support of the University mission.
Job Duties: 1. Engages in daily front-line interactions with students, parents, faculty and staff and provides student advising throughout the semester. Consistent with the open-door policy of the Freeman Office of Student Services, this person is available regularly for specific on-the-spot advising for both students and faculty. This can relate to scheduling questions (both immediate and long range), procedural questions, transfer credit questions, course withdrawals, etc. Office also offers the same level of access to parents, providing general information and specific student related content following FERPA guidelines.
2. Engages with students of concern both during and outside of regular office hours to provide support. Schedules weekly accountability sessions for academically at-risk students. Provides follow-up advising after academic notices and alerts. Communicates with faculty and advisers to better understand student status. Continuous outreach to students formerly in crisis. Generates case notes for student files.
3. In addition to the regular responsive advising, takes responsibility for onboarding both transfer students and students returning from a leave of absence. This includes extensive 8 semester course planning and hands on course schedule creation. -Works with designated Freeman Fellow for transfer students to provide Freeman-specific orientation and ongoing support.
4. Engages in extensive follow-up summer academic counseling (beyond the webinar sessions) for incoming first year students; answering individualized student and parent questions and continuously adding new content to Freeman 1st Year Orientation Moodle page.
5. Maintains a thorough knowledge of the evolving management curriculum, policies, and procedures and communicates this information correctly. -Handles correspondence regarding student academic standing including midterm, end of term, and Dean's List letters. Monitors standing, including regular APR checks for degree-requirements-satisfied to ensure students are on track, tracking and resolving final exam conflicts, setting up and following through with students who have incomplete standing in a course, evaluating transfer student records to ensure the ability to graduate in eight semesters, and working with faculty to resolve conflicts. -Maintains constantly evolving advising reference resources for faculty and students of the Freeman College, including but not limited to the Freeman 1st Year Orientation moodle, the Management Majors moodle, and the Freeman Faculty Advising Reference. Keeping this information up-to-date ensures students and faculty avoid critical procedural missteps.
6. Conducts various training sessions related to advising, including several group student sessions prior to advising week and faculty advisor training sessions for all new faculty advisors.
7. Pursues professional development opportunities in academic coaching and general best practices in student support.
8. Provides administrative support and oversees the daily operations of the Associate Dean of Students' office including arranging meetings, maintaining confidential records, confirming documentation related to absences and sending absence notices, completing college official reports for students considering transferring, processing purchase orders and expense reports, and preparing academic misconduct materials according to Registrar specifications. -Oversees student workers which includes training and office protocol, and supplying student appropriate projects and ongoing feedback.
9. Carries out planning and execution of special events related to the Freeman Office of Student Services (e.g., admissions, Freeman Fellows program support, etc.).
10. Handles the efficient and effective filing system for documents needed for the daily administration of the office of the Associate Dean of Students. This includes accurate maintenance of extensive student records. Faculty and staff have a variety of needs for student information - current majors, intended majors (for which the University has no tracking mechanism, so it's done internally), students abroad, etc. The Office of Student Services responds to those requests. -Coordinates both the major declaration process for second year students and conducts a survey of first year students at the mid-year point for updated major intentions. -In coordination with department chairs, assigns advisors in Banner for all incoming students and for newly declared majors. -Maintains up-to-date statistics for accreditation purposes, responds to call for student and faculty handbook information, tracks student transfers, withdrawals, leave of absences, study abroad, etc. Communicates and distributes information to appropriate departments/persons. -Handles confidential information with discretion.
11. Coordinates and oversees execution of Excel training for incoming students. Also tracks completion of the Academic Responsibility Orientation for all incoming first year students.
12. Assists the Associate Dean in the Freeman Fellows program - creates applications and sets up the process for selection, schedules all selection committee meetings and applicant interviews, keeps a tickler of important dates, ensures Fellows are properly set up in the payroll system, maintains Freeman Fellow Handbook, sets up system for reporting target goals for Fellows, assigns Fellows to incoming first year student cohorts and maintains a system of follow up throughout first year. -Plans and conducts Peer Mentorship Training for incoming Freeman Fellows. Also provides administrative support for weekly meetings and events.
13. Assists the Associate Dean in collecting information and submitting award nominations and graduation cords.
14. Represents Freeman Office of Student Services in committee meetings across campus that address student support and support systems.
15. Performs other duties as assigned by the Associate Dean. Minimum Qualifications:
Bachelor's degree (Specialty in social psychology or education a plus)
Three years of administrative/office experience and three or more years' experience in a setting with frequent client contact
Demonstrated knowledge of computers and proficiency of software including Microsoft Office Word and Excel, email and calendaring applications
Excellent written and verbal communication and organizational skills with strong attention to detail, and ability to prioritize deadlines and successfully manage multiple priorities
Exceptional customer service skills, relating to recruitment and retention of students as well as maintenance of good relations with parents and alumni
Ability to provide first-line life skills counseling to students and recognize when students require additional professional counseling
Ability to handle sensitive confidential information in a responsible and appropriate manner and always use good judgment
Proactive approach to projects, problem solving, communication needs, and planning
Must be able to work independently as well as in a team environment
Demonstrated ability to positively interact with a wide range of individuals and commit to diversity and inclusiveness Preferred Qualifications:
Master's degree (Specialty in social psychology or education a plus)
Experience with academic advising or student academic affairs.
Experience with relevant online systems (HRIS systems, applicant tracking systems, Moodle, document imaging systems, etc.) Work Type: This is a full-time, 12-month, 35-hour per week, non-exempt, benefits eligible position. Benefits: To learn more about Bucknell's generous benefits program, click here!
Bucknell University is a private, highly ranked, national liberal arts institution that offers strong professional programs in engineering, business, education, and music. Located in Central Pennsylvania along the Susquehanna River, Bucknell is nestled in the Borough of Lewisburg, an appealing Victorian-style town ranked as one of America's best small towns. Lewisburg and the surrounding region offer a unique combination of outdoor recreation opportunities, small-town charm, and amenities such as restaurants, art galleries, an art deco theater, museums, and boutiques. In addition to the many cultural and athletic events offered by the University and the Borough, the surrounding region offers outstanding schools, medical facilities, and an affordable cost of living. For those who crave the city, Bucknell is within an easy three-hour drive to Philadelphia, New York, Baltimore, and Washington, D.C. Bucknell University, an Equal Opportunity Employer, believes that students learn best in a diverse, inclusive community and is therefore committed to academic excellence through diversity in its faculty, staff, and students. Thus, we seek candidates who are committed to Bucknell's efforts... to create a climate that fosters the growth and development of a diverse student body. We welcome applications from members of groups that have been historically underrepresented in higher education.