Program Specialist

Chapman University

United States, California, Orange

1 University Drive (Show on map)

Aug 18, 2024

Posting Details

Position Information

Position Title	Program Specialist
Position Type	Regular
Job Number	SA34124
Full or Part Time	Full-Time 40 Hours Weekly
Fair Labor Standard Act Classification	Exempt
Anticipated Pay Range	$70,000 - $72,000
Pay Range Information	Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate's qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary	Provides high-level administrative support to the Doctor of Physical Therapy program. Works collaboratively with Department Chair in developing fall, spring, and summer class schedules, and creates a trimester block schedule to register PT students for their courses. Generates and tracks part-time lecturer/overload contracts and faculty teaching load. Supports the Chair and the program by arranging meetings, forwarding official communications, and responding to student, faculty, and staff questions. Serves as a resource for on-boarding of new staff and faculty as needed. Coordinates special and ceremonial events hosted by the department and supports activities hosted by the college.
Responsibilities	Course Development/Scheduling Works collaboratively with Department Chair in development of class schedule, inputs and maintains class schedules, and edits catalog copy. Serves as a point of contact for the Registrar's Office in troubleshooting class schedules in Campus Solution to resolve errors. Develops block schedule to register PT students for each trimester and works with the Registrar's Office to register students in each course. Works collaboratively with Registrar's Office in resolving student registration. Works collaboratively with Department Chair in hiring of new part-time lecturers. Gathers new hire paperwork, requests background checks, and adds new hires in Campus Solutions system. Generates part-time lecturer/overload contracts and tracks faculty teaching load in conjunction with the Department Chair. Works collaboratively with Department Chair to ensure faculty have met their annual teaching load and track part-time lecturer credits/hours to ensure lecturers do not exceed the number of credits allowed to teach per academic year. Generates trimester staff temp lab assistant lists and works with HR to assist with the hiring processes Trains new employees and tracks correct submissions to part-time lecturer timecards and budgets Maintains onboarding policies and procedures for new full-time and part-time lecturers. Coordinates part-time lecturer orientation/meetings as needed. Reviews student transcripts per trimester for appropriate unit assignments to ensure students are on track for graduation. Initiates leave of absence and withdraw paperwork for the student to submit to the Registrar's Office. Assists in scheduling courses for students with remediation. Makes the schedule, creates the course in Campus Solutions, and tracks the budget. Maintains handbook revisions with assistance from the Policy & Procedure, Curriculum, and Student Success Committees. Support DPT special events, meetings and program activities Prioritizes and supports recruitment and admission special events including continuing education workshops, job fairs, and other professional association meetings. Oversees logistics for open houses, orientations, graduate fairs and admit luncheons. Prioritizes and support alumni engagement special events including alumni engagement with current physical therapy students, e.g., via professional mentorship programs and events, continuing education workshops for alumni, alumni job postings, and other professional association meetings. DPT Program Support Maintains Department Chair's calendar, schedule, and appointments. Serves as point of contact for students, faculty, and visitors; answer phones, greets visitors, responds to requests for information and assistance, refers individuals to appropriate university offices as needed. As requested by the Department Chair, schedules department meetings, takes and publishes minutes. Coordinates meeting logistics, including invitations, supporting materials, audio-visual equipment, catering, room arrangements, etc. Works collaboratively with Dept Chair in reviewing, editing, and processing catalog changes. Assists with faculty hiring processes and orients new faculty to college and university. Perform other duties as assigned.
Required Qualifications	Bachelor's degree or equivalent education or experience related to the duties and responsibilities. A minimum of three to five years of progressive professional experience in higher education administration. Strong oral communication skills. Professional telephone and email etiquette. Writing skills to prepare clear, concise, grammatically correct business correspondence; strong editing and proofreading skills. Ability to use tact and diplomacy to maintain a high level of confidentiality. Strong technical skills to learn and use enterprise systems needed to track budget, maintain class schedules, and process contracts, including but not limited to PeopleSoft, Campus Solutions, Examsoft, Canvas, 25Live, PeopleAdmin, Curriculog, Follett, Panther Analytics, Docusign, Sodexo, and Working at Chapman portal. Arithmetic and calculation skills to prepare financial forms. Accounting skills with the ability to monitor budget and expenses. Ability to work effectively as part of a team and collegially with staff, faculty, and administration. Ability to use word processing, internet, and electronic mail software, including Microsoft Office Suite. Ability to make travel and lodging arrangements. Working knowledge of university policies and procedures that pertain to the position's duties. Ability to prioritize work duties when faced with interruptions, distractions, and fluctuating workload. Ability to exercise sound judgment and accomplish tasks promptly. Strong organizational skills with the ability to prioritize multiple projects, maintain composure and have a good attitude when multi-tasking. Ability to schedule and coordinate logistics for meetings and events, including coordinating catering, room reservations, and set-up. Strong commitment to service. Demonstrated interpersonal skills with diverse groups of individuals at all organizational levels, both inside and outside of the university.
Desired Qualifications	Master's degree or equivalent education or experience related to the duties and responsibilities. A certification or experience in Project Management and/or operational efficiency training.
Special Instructions to Applicants	Chapman University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law. The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply. More information on diversity and inclusion at Chapman University can be found at www.chapman.edu/diversity. Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas. The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.
Minimum Number of References	2
Maximum Number of References	3