What are the responsibilities and job description for the Honors Program Administrative Specialist position at Weber State University?
Position Details
WSU's Commitment to Diversity
Weber State University is an Equal Opportunity Employer committed to creating an inclusive environment by welcoming all individuals, including culturally diverse staff, faculty, and student body. WSU values every individual by embracing all identities through the promotion of belonging, creativity, and uniqueness. We strive to create environments which are welcoming, inclusive, and equitable for all. All qualified applicants will receive consideration for employment without regard to protected categories, such as disability, sex, sexual orientation, gender identity, race, religion, national origin, veterans status, or others, as required by law and university policy (see Weber State University's Policy and Procedure Manual 3-32).
Position Information
Position Title
Honors Program Administrative Specialist
Requisition Number
S01754P
Position Category
Staff
Campus Location
Weber State University - Ogden, UT
Hours per week
40
Months per year
11
Alternate work schedule
Pay Grade
N25
Salary
FLSA
Non-Exempt
Job Summary/Basic Function
Introduction
The Honors Program Administrative Specialist is a key figure in the program, with primary responsibilities including:
Budgets
The administrative specialist compiles, monitors, reconciles, and maintains records for all program budgets, including various donor funds. The administrative specialist manages the majority of program purchasing affiliated with events, activities, and day-to-day operations. Additionally, the administrative specialist maintains records and facilitates the transfer of funds to students for a variety of scholarships.
Course Set-Up
The administrative specialist sets-up approximately 17-20 Honors Program courses each semester, including the Eccles Teaching Fellowship Program courses. Besides entering these courses into multiple campus systems, including Banner and curriculog, the specialist will disperse funds via FLAC, transfers, reimbursements, supplemental pay, and honorariums. This responsibility involves close communication and collaboration with other administrative specialists across campus. Additionally, the administrative specialist works closely with faculty to finalize classroom assignments and secure a host of instructional supports, including travel and field trip opportunities, book orders, guest speakers, etc.
Assessment
The administrative specialist works closely with the program director to plan, facilitate, archive, and communicate program data, including tracking faculty and student demographics, persistence and completion rates, student GPAs, and program indexes related to course totals, gen. ed. options, etc.
Departmental Honors
Departmental Honors constitutes one of three pathways for student completion within the program. The administrative specialist will work closely with the Departmental Honors Director to coordinate contracts with all departments across campus, to communicate requirements to students, to expand the pathway into the graduate level, to liaison with faculty advisors in each department, and to occasionally advise a large student population in the pathway. The administrative specialist will collaborate closely with the Honors Program Coordinator to communicate advising records, to recruit and retain students in the Departmental path, to connect students to a variety of campus resources, and to maintain a welcoming, inclusive culture.
Office Management
The Honors Program Administrative Specialist is a key figure in the program, with primary responsibilities including:
Budgets
The administrative specialist compiles, monitors, reconciles, and maintains records for all program budgets, including various donor funds. The administrative specialist manages the majority of program purchasing affiliated with events, activities, and day-to-day operations. Additionally, the administrative specialist maintains records and facilitates the transfer of funds to students for a variety of scholarships.
Course Set-Up
The administrative specialist sets-up approximately 17-20 Honors Program courses each semester, including the Eccles Teaching Fellowship Program courses. Besides entering these courses into multiple campus systems, including Banner and curriculog, the specialist will disperse funds via FLAC, transfers, reimbursements, supplemental pay, and honorariums. This responsibility involves close communication and collaboration with other administrative specialists across campus. Additionally, the administrative specialist works closely with faculty to finalize classroom assignments and secure a host of instructional supports, including travel and field trip opportunities, book orders, guest speakers, etc.
Assessment
The administrative specialist works closely with the program director to plan, facilitate, archive, and communicate program data, including tracking faculty and student demographics, persistence and completion rates, student GPAs, and program indexes related to course totals, gen. ed. options, etc.
Departmental Honors
Departmental Honors constitutes one of three pathways for student completion within the program. The administrative specialist will work closely with the Departmental Honors Director to coordinate contracts with all departments across campus, to communicate requirements to students, to expand the pathway into the graduate level, to liaison with faculty advisors in each department, and to occasionally advise a large student population in the pathway. The administrative specialist will collaborate closely with the Honors Program Coordinator to communicate advising records, to recruit and retain students in the Departmental path, to connect students to a variety of campus resources, and to maintain a welcoming, inclusive culture.
Office Management
The administrative specialist must possess excellent communication and time management skills. The position requires someone who works independently and collaboratively. The administrative specialist often meets and greets visitors to the Honors Program Center.
Required Qualifications
Required:
- High School diploma or equivalent.
- Three years of related, full-time experience that includes administrative level office management experience.
- A high level of proficiency with Microsoft Office software is required; expertise with Google software (gmail, Google Calendar, Google Sheets/Docs/Slides/Forms) is also required.
Preferred Qualifications
Preferred:
- Bachelor’s degree;
- Budget and basic accounting experience;
- Familiarity with computer information system software (i.e. Banner, Argos);
- Proofreading skills;
- Student-centered and public service skills;
- Proactive, strong sense of initiative;
- Strong time-management and organizational skills
A successful candidate will have the following:
Background Check?
Yes
Benefits Summary
WSU offers a generous benefits package that includes medical, dental, long-term disability, life insurance, retirement, a wellness program with release time and paid incentives, tuition benefits, free tickets to athletic and performing arts events, and paid holidays, vacation, and sick leave.
Posting Detail Information
Job Open Date
05/13/2024
Review Date
05/23/2024
Job Close Date
Open Until Filled
Yes
Notes to Applicant
If you are passionate about what you could offer and accomplish here at WSU, we would love to hear from you. The annual salary for this 11-month position starts at $35,400 and may go up from there depending on candidate qualifications. The position comes with a generous benefits package.
To apply, please complete the online application and attach a cover letter, current resume, and the names and contact information for three professional references.
For qualification determination, your application and/or resume must address the required and preferred qualifications and must contain average number of hours worked per week and the dates of employment (i.e., month/year to month/year or month/year to present). If your resume does not contain this information, your application may be considered incomplete.
Screening of applications will begin May 23, 2024. Position will remain open until filled.
Criminal background check required as a condition of employment.
To apply, please complete the online application and attach a cover letter, current resume, and the names and contact information for three professional references.
For qualification determination, your application and/or resume must address the required and preferred qualifications and must contain average number of hours worked per week and the dates of employment (i.e., month/year to month/year or month/year to present). If your resume does not contain this information, your application may be considered incomplete.
Screening of applications will begin May 23, 2024. Position will remain open until filled.
Criminal background check required as a condition of employment.
Quick Link for Direct Access to Posting
https://jobs.weber.edu/postings/22621
ADA Essential Job Function
ADA Essential Job Function
Physical Activity of this position
Extending hand(s) and arm(s) in any direction., Operate, activate, use, prepare, inspect, place, detect, or position. , Grasping. Applying pressure to an object with the fingers and palm. , Feeling. Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips. , Expressing or exchanging ideas. Those activities in which they must convey detailed or important instructions to other workers accurately or quickly. , Ability to receive detailed information with or without assistance.
Physical Requirements of this position
Light work. Exerting up to 20 lbs of force occasionally and/or up to 10 lbs of force frequently and/or a negligible amount of force constantly to move objects. Use of arm and/or leg controls exerting forces greater than that for sedentary work.
Visual Acuity Requirements including color, depth perception and field of vision.
Required to perform activities such as preparing and analyzing data and figures; transcribing; using a computer terminal; extensive reading.
The conditions the worker will be subject to in this position.
None. The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).
Salary : $35,400
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