General Information
| Job Description | BLANK AST 3 | Working Title | Administrative Coordinator |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | Performing Arts Admin - D01269 | Department Head | Katrice Calloway |
| Supervisor | Marilyn Madrigal | Effective Date | 09/20/2021 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under general direction of the Performing Arts Administration FAO and general supervision of the Department of Dance Chair, the incumbent will: provide all graduate student affairs and administrative support; oversee course management in support of Department of Dance objectives; and provide administrative support in areas of academic personnel. Major functional areas of responsibility include: assisting CHASS Academic Personnel in merit, promotion and reappointment files of all academic appointments for the Department of Dance; managing all TA appointments; serving as Graduate Program Assistant and working with MFA and PhD students on recruitments, admissions, and completion of degree requirements; providing back-up to other Administrative Coordinators in PAA. The incumbent must be able to maintain confidentiality, and must have exceptional interpersonal skills and demonstrated experience in working well with diverse staff, faculty, and students. Experience in the discipline of Dance or Performing Arts is preferred. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor degree and one (1) year of experience, or an equivalent combination of education and experience. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 5 years of demonstrated responsible administrative experience. (Bachelor degree may substitute for 4 of these years) | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Academic Personnel Duties Assist CHASS Academic Personnel in the merit, promotion, and reappointment of all Academic appointments in the Department of Dance. Provide administrative support in the recruitment of all temporary and permanent academic positions ie: ladder-rank Faculty, Visiting Assistant Professors, Lecturer, and Directors. Advise faculty on UC sabbatical and leave policy and notify them of credit balances. Assist with the sabbatical and faculty leave process including eligibility, tracking leave credits, form preparation, and report submission; forward to the Dean's Office once completed. First source of support for Lecturers, Musicians and Visiting Faculty. Process keys, space requests and tech support for Lecturers and Visiting Faculty. Assist faculty with finding and interpreting university policies and procedures. Serve as back-up for Academic Personnel duties in other Performing Arts departments. | 40 |
| Graduate Coordinator Duties Provides support to the Graduate Advisor and Chair on all graduate related requests as needed. Process all forms and documentation. Assist in processing the Add, Drop and Course Withdrawal Forms Process Payroll, TA or Fellowship Payments, Grants, and Other Monetary Support. Process TA onboarding, assignments and scheduling. Provides students information on tuition, fees, or holds. Perform degree program checks and confirm completion of degree requirements. Assist with grades and other academic requests. Process summer session appointments. Assists students with finding and interpreting university policies and procedures. Manages applications for graduate programs. Assist graduate students with petitions to graduate division. Oversee and update Graduate Contact Information + Email Lists: Current Grads and Alumni Updating. Serve as back-up for Graduate Coordinator duties in other Performing Arts departments. | 25 |
| Other Administrative duties Institutional Record Keeping. Manages Votes Taken by Faculty. Mails Publicity Materials. Assists with Promotional Files as Needed. Manages and Updates Licenses, Subscriptions, and Memberships. Managing Inventory for all four departments. Assist all departments in PAA with honoraria, performance agreements, all reimbursements, and faculty requests. | 20 |
| Course Scheduling Duties Works with Enrollment Managers and Academic Advisors to facilitate course and room scheduling. Works with the Chair on course scheduling, manages excel sheets and archive. | 15 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Demonstrated ability to analyze and interpret information, practices, policies and procedures. | Required |
| Ability to organize and prioritize workload to ensure multiple deadlines are met. | Required |
| Ability to interact and communicate effectively, orally and in writing, with faculty, staff and personnel in various campus departments. | Required |
| Administrative experience in an office environment providing administrative support while demonstrating excellent customer service. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |