Academic Affairs Support Specialist

SALARY RANGE: $25.00 Hourly

JOB SUMMARY

The Academic Affairs Support Specialist provides support for Academic Affairs. This position serves as the volunteer coordinator and also as a valued team member in our Academic Affairs Office. We are seeking a detail-oriented, reliable, responsible, and highly professional individual to support the school in managing the volunteer onboarding process for Mid-Pacific, including clearances through the Harm to Students Registry. This role will also support Academic Affairs initiatives as needed (accreditation, registrar, etc). This position requires developing and maintaining positive relationships with internal and external contacts and the ability to identify opportunities to improve service, processes, and procedures as needed. As the volunteer coordinator, this role involves consistent and clear communication with prospective volunteers, contractors, vendors, and internal faculty and staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Primary responsibilities:

• Check the volunteers@midpac.edu email on a regular basis.
• Accept internal requests and notifications for prospective volunteers.
• Understand the purpose of the volunteer assignment and determine what requirements are needed.
• Prepare an email for each prospective volunteer to reflect all volunteer onboarding requirements.
• Monitor progress for each volunteer until all requirements are completed.
• Support both internal and external inquiries regarding the status of clearance completion throughout the process.
• Exceptional customer service is required with all communications.
• Able to create and manage multiple tracking sheets, Google docs and electronic files.
• Maintain a master tracking sheet to track the completion of each requirement.
• Gather completion dates with access to various Google sheets and external websites.
• Create electronic files for each volunteer.
• Use of Adobe Acrobat to password protect documents.
• Save files in a secured Google shared drive.
• Manage tracking of searches using the Harm to Student Registry.
• Perform general office duties to include answering phones, managing email and electronic files.
• Professionally and courteously represent Mid-Pacific in all interactions with parents, community, faculty, staff and students.
• Manage and maintain confidential information for the volunteer process.
• Works closely with the Executive Assistant of Academic Affairs and the Director of Risk and Compliance as needed.

Secondary responsibilities:

• Professionally and courteously represent Mid-Pacific during this process.
• Timely management of the process mentioned above.
• Manage and maintain confidential information for transcript requests.
• Support the Academic Affairs office with projects or other duties as assigned.

Essential Technical skills: Understanding of Google Workspace, including, but not limited to Google Docs, Sheets, Drive, and Forms.

Personal skills: This position requires a high level of discretion and confidentiality in managing personal data. This position also requires the person to demonstrate a high degree of comfort and patience working with faculty, staff and Mid-Pacific community members

SCHOOL SAFETY

• Participate in the development of a safe and healthy workplace.
• Comply with the instructions given for their own safety and health and that of others, adhering to safe work procedures.
• Take reasonable care to ensure their own safety and health and that of others.
• Report any injury, hazard or illness immediately, to their Supervisor and Human Resources.
• Not place others at risk by any act or omission, not willfully or recklessly interfere with safety equipment.
• Act as a role model by demonstrating safe work behaviors.
• Identify, assess if necessary, and control hazards within the area of responsibility.
• Ensure that equipment/supplies are properly maintained.
• Maintain relevant knowledge of safety laws.
• Mandatory reporting of sexual abuse to law enforcement or child protective services, and Human Resources. Sexual abuse includes child molestation, any actual or alleged illegal or otherwise wrongful sexual conduct with a minor, and serial sexual misconduct, any actual or alleged illegal or otherwise wrongful sexual conduct with more than one victim; and committed by or alleged to have been committed by any perpetrator who is not a student of an included entity.

CULTURAL COMPETENCIES

• Demonstrating Professional Body of Knowledge: A professional demonstrates an understanding of practice area knowledge and appreciates learning more about this practice area and beyond.
• Professional as a Learner: A professional engages in career-long professional learning and ongoing critical reflection to identify opportunities for improving leadership, mentoring, and collaboration. The inherent nature of a professional staff member is a keen, lifelong passion for learning, and a deep curiosity and wonder about people, events, and places.
• Fostering Effective Relationships: A professional builds positive working relationships with colleagues, other departments, and the community.
• Establishing an Inclusive Environment: A professional creates a safe, caring environment that is inclusive of and engaging for others.
• Professional as a Leader: A professional seeks leadership opportunities.

QUALIFICATIONS and/or EXPERIENCE

Minimum Qualifications

• Ability to work independently and in a team-oriented environment.
• Ability to manage multiple tasks and priorities efficiently in a fast-paced educational setting.
• Excellent troubleshooting and problem-solving skills.
• Excellent communication and interpersonal skills to interact effectively with students, faculty, staff, and outside vendors, visitors, and contractors.
• A commitment to maintaining the highest level of service and support in an educational setting.
• Experience with Google Suite and deep knowledge of Google Workspace and associated apps.
• Strong Customer Service Skills.
• Ability to work efficiently.
• Excellent time management.
• Demonstrate flexibility and willingness to adapt as needed.

Preferred Qualifications

• 2 years working in a school environment.

WORK SCHEDULE

This is an on-campus, 12-month part-time position scheduled for 20 hours per week within standard business hours, Monday through Friday, 7:30 AM – 4:00 PM.

The ideal candidate should be available Monday - Friday from 9:00 - 1:00 PM. Some flexibility may be required depending on departmental needs, campus events and volunteer activity.

PHYSICAL DEMANDS

Our campus consists of multiple buildings on 44 hilly acres that requires frequent walking including uphill and stairs. The individual is required to talk and hear, often required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard. The employee may be required to stand, walk, lift and carry approximately 10-15 pounds, reach with arms and hands, climb or balance, and to stoop, bend, kneel, crouch or crawl. Requires close vision.

MENTAL DEMANDS

On a daily basis, must frequently problem solve, make decisions, interpret data, organize, speak, write, plan, and clearly communicate.

EQUIPMENT USE

Telephone, computer, iPad - frequently;

Copier, printers and other hardware – occasionally

WORKING CONDITIONS

Indoor - frequently;

Outdoor, Loud Noise, Cold and Hot Temperatures – occasionally

WORK ENVIRONMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Mid-Pacific Institute provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, marital status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Salary : $25