What are the responsibilities and job description for the Programs Coordinator position at Embry-Riddle Aeronautical University?
Job Description
About Embry-Riddle Aeronautical University
Embry-Riddle Aeronautical University is an independent, culturally diverse institution providing quality education and research in aviation, aerospace, engineering and other related fields with residential campuses located in Daytona Beach, Florida and Prescott, Arizona. The University’s Worldwide campus provides educational opportunities online and at approximately 130 locations throughout the United States, Asia, Europe, and Central/South America.
As the largest and most comprehensive aviation and aerospace-focused university in the world, Embry-Riddle is a unique institution. Over the past 90 years, the University has evolved with the industry to break new ground and produce top-level graduates who serve the ever-changing needs of aviation and aerospace and other STEM-related disciplines. Embry-Riddle offers programs in seven primary fields of study including: Applied Science; Aviation; Business; Computers and Technology; Engineering; Safety, Security and Intelligence; and Space.
For Academic Year 2020-21, there were over 10,700 undergraduate, graduate, and doctoral students that attended the University’s residential campuses and approximately 32,700 students in total enrolled with the University around the world.
The Opportunity
Embry-Riddle is now hiring an Administrative Assistant to provide full administrative support to the Registrar and Office of the Registrar staff at the Daytona Beach campus.
Responsibilities include the following:
- Responsible for the functional organization and independent project management of all study abroad, exchange program, GAETZ, Continuing Education, Summer Program, Project GO, and Embry-Riddle Language Institute communications and process documentation/ improvements each semester. Duties include establishing an operational calendar for all programs, communicating with campus partners regarding timelines and processes, designing and promulgating student and internal communications, ensuring grade collection and student standing updates, answering questions and advising students of procedures and policies, regularly auditing student records for compliance purposes, mitigating deficiencies with corrective action plans and drafting business processes and policies that lead to successful program management practices. In coordination with records specialists, processes course add, drop and withdrawals.
- Manage the readmission process for students who have been academically or judiciously suspended from the University. Counsel and communicate with each student regarding the readmission process and advise them of all deadlines and required documentation. Prepare and present student record documentation for review by the Senate Committee of Academic Standards & Admissions. Must have an in-depth understanding of academic rules and regulations pertaining to suspended students to assist the committee in their deliberations. Prepare the minutes of the committee's recommendations to present them to the VP for Academic Affairs. Prepare the letters for the VP's signature. Maintain all data and business processes related to the readmission process in Campus Solutions. Monitor readmission contingencies placed on readmitted students by the committee.
- Oversee and supervise all student assistants, as well as manage the cross-training and rotation program. Includes interviewing and hiring all student employees, assigning tasks and directing work, approving timecards, performance evaluations, corrective action and terminations, complaints, and resolution.
- Respond to DB Admin inbox emails, direct emails, Call Center escalations, and Teams channels as necessary for job duties Responsible for counseling appropriate students and personnel on individual student record matters. Requires a broad base knowledge of all procedures and policies, i.e. registrations, grades, matriculation, and transcripts.
- Provide administrative support to the Senior Associate Registrar, including the development of communications, annual reports and office assessments.
- Analyze student records, system processes, and document outcomes from system testing and integration strategies for PeopleSoft Student Information System and other registrar applications.
- Audit university-wide student records to identify discrepancies and collaborate with supervisor to achieve resolution; assist with graduation auditing at end-of-term by independently verifying student completion requirements.
- Archive, retrieve, and interpret student record information from University Imaging System.
- Perform other duties for the department as needed.
Qualifications
Required Qualifications
- Bachelor’s degree or 3 years comparable experience.
- Minimum of 1-3 years of related work experience, including previous administrative/secretarial/budget experience.
- Analytical skills with an in-depth knowledge of student information systems, registrar technology, and technical expertise with Microsoft operating systems including Excel, PowerPoint, Word, Outlook/email, and Internet end-user applications.
- Excellent verbal and written communication skills with the ability to communicate with all levels of staff, students, and faculty.
- Maintain cooperative working relationships with supervisor/manager, and other staff members at all times.
- Strong project management and organizational skills.
- Comfortability with proactive and frequent contact with students and other stakeholders face-to-face and via phone, email, text/chat, and virtual meetings.
- Ability to recognize and deal with priorities; recognize and perform duties not directly assigned; assist others as needed.
- Ability to learn new things and keep up with the pace of changing technology.
- Ability to investigate, problem solve, and take corrective action.
- Maintain a positive and professional image.
- Tactfully handle difficult situations and maintain composure under pressure.
- Seek guidance and direction as necessary for performance of duties.
- Ability to use good judgment and make informed decisions.
Preferred Qualifications
- Previous administrative experience within higher education.
Application Instructions
- To be considered, please include a resume, cover letter, and contact information for 3 professional references.
