UMA Education

  • Program Administrator

    Job Locations US-FL-Tampa
    Job ID
    2018-1800
    Category
    Education
  • Job Posting

    Purpose of the Position

    A Program Administrator provides administrative support for online Senior Education Leadership including Associate Deans/Directors and Program Directors as well as other Academic Affairs staff to increase program health, curriculum viability, instructor performance, and student achievement. To this aim, a Program Administrator leads a variety of institutional processes that support Taskforce Meetings, SAP Appeals, Program Transfers, Re-entry Requests, and Multiple Enrollments. A Program Administrator also leads the development, tracking, and reporting of Campus Effective Plans, Program Retention and Placement Action Plans, and Student SAP Academic Plans. A Program Administrator facilitates inter- and intra-departmental efforts to collect data necessary to evaluate the impact of Education-driven pilots, initiatives, and action plans.  Moreover, a Program Administrator partners with Academic Technologies (AT), Business Technology (BI). Information Technology (IT) and Quality Assurance (QA) teams to create and manage a Program Dashboard as well as aggregate the data generated to facilitate problem-solving across departments in taskforce meetings.  A Program Administrator also plans and executes special events such as Advisory Boards, Commencement, and Annual Summit. 

     

    Primary Duties and Responsibilities

    • Teams with fellow Program Administrators to execute responsibilities associated with a variety of Program Affairs operational processes, reporting, meetings, trainings, in-services, correspondence, audits, and other special events and duties as needed.
    • Designs and implements processes for Education department to collect data necessary to evaluate the impact of Education-driven pilots, initiatives and action plans.
    • Manages administrative tasks related to matters such as program transfer requests, program reentries, and multiple enrollments.
    • Creates and updates standard operating procedures and process maps pertaining to Program Affairs functions.
    • Assumes leadership role in taskforce meetings, program meetings, faculty council meetings, retention meetings, placement meetings, advisory boards and other working groups as assigned.
    • Manages programmatic taskforce communication sent and received via a taskforce inbox.
    • Serves as a data gather, action plan tracker and notetaker in programmatic taskforce meetings.
    • Assists Program Directors in the collection and distribution of taskforce findings and updates.
    • Analyzes data collected by Academic Technologies (AT), Business Technology (BI), Information Technology (IT) and Quality Assurance (QA) teams and identifies trends at the program, faculty and advisor levels to drive taskforce problem-solving processes.
    • Serves as the liaison with Learner Services to collect and report on Program Dashboard data, i.e. bubble lists, LDA buckets.
    • Partners with Institutional Effectiveness to leads the development, tracking, and reporting of Campus Effective Plans, Program Retention and Placement Action Plans, and Student SAP Academic Plans.
    • Manages administrative tasks associated with institution’s Satisfactory Academic Progress (SAP) policy and procedures including the development of student SAP Academic Plans, management of SAP paperwork and coordination of individuals involved in SAP process.
    • Coordinates logistical support and communication on behalf of Program Directors to nurture advisory board relationships through the authoring and dissemination of program manuals, program newsletters, presentation, invitations, emails, and other programmatic materials.
    • Curates and assembles a bi-monthly program newsletter and manages the distribution process and polling functions to incorporate suggested topics by a variety of stakeholders such as faculty, curriculum, and advisory boards.
    • Resolves, tracks, and reports on UMA Service Center tickets for Education department.
    • Coordinates ongoing program assessments, leveraging reports and surveys.
    • Manages departmental policies and operating practices and performs internal audits of policies and procedures, i.e., faculty files, SAP, and final grade disputes.
    • Provides administrative support for the transition of existing assigned programs to a new generations of curriculum as well as launch of new programs.
    • Cross trains on Academic Affairs administrative functions to support Student and Faculty Affairs as needed, i.e., grade disputes, Alpha Beta Kappa Honor Society, and Scholastic Dishonesty.
    • Responds to all Program Leadership outreach (voicemail messages and emails) within 24 hours and documents responses to phone conversations with a follow-up email to phone participants.
    • Provides recommendations regarding all aspects of program-facing customer service, technical support, and accreditation and compliance requirements.
    • Maintains designated areas of SharePoint and Network Files for the Education department with updates, archives, and internal resources.
    • Partners with fellow Program Administrators Senior Managers, Associate Managers, and Managers to build upon and refine specific vision and strategy for Academic Affairs.
    • Creates, develops and promotes the Program Affairs function brand throughout the institution.
    • Participates in a process of continual personal and professional improvement.
    • Performs beta-testing of appropriate systems as required.
    • Participates in any necessary Academic Technologies (AT), Business Technology (BI) and/or Information Technology (IT) user acceptance testing.
    • Provides highly responsible and complex administrative support to the Associate Director of Academic Affairs.
    • Performs other duties and responsibilities as assigned.
    • Demonstrates knowledge of, and carefully follows all applicable federal and state compliance requirements and regulations including those prescribed by the Department of Education, Accrediting agency, CIE, and internal UMA policies and procedures.
    • Effectively communicates compliance requirements to students and other staff as appropriate and quickly escalates any compliance concerns to the Compliance department.

    Education/Experience

    • Bachelor’s degree required
    • Bachelor’s degree with Business or Education related management field preferred
    • One to three (1-3) years of experience in office or education administration with emphasis on customer service, management support and/or data analysis functions required
    • Three to five (3-5) years of experience in a lead or administrative role in proprietary industry preferred
    • Experience with MS office suite including Word and Excel (pivot tables, v-lookup, etc.).
    • Experience with Blackboard or other Online Learning Management System preferred
    • Experience with drawing software, i.e. Visio preferred

       

    Associated Knowledge, Skills & Abilities

    • Strong operational, organizational, analytical, and technical skills
    • Ability to motivate, remain positive, engage team members, and lead by example
    • Effective customer service and conflict resolution skills with/for faculty, staff, and students
    • Leverage inter- and intra- departments partners for policy procedure improvement
    • Gather data, compile information, and prepare reports
    • Disciplined and able to pay close attention to detail
    • Excellent written and verbal communication skills
    • Detail and deadline oriented, flexible to rapid change
    • Strong organizational and project management skills
    • Flexibility to work evenings and weekends as needed

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