Academic Program Specialist

Salary: $19.23 / Hourly

Organizational Summary:
The Department of Mathematics and Statistics offers a diversity of courses designed not only to enable the student to pursue careers in mathematics or statistics, but also to enhance the student's competence in the fields of engineering, the physical sciences, the life sciences, and the social sciences. The department offers programs leading to the B.A., M.A., and Ph.D. degrees.

Position Summary:
This position manages all non-academic phases of the Graduate Admissions Program for Mathematics and Statistics.

Schedule: On-campus with option for hybrid schedule upon satisfactory completion of probationary period. 

Job Duties:

Graduate Student Recruitment and Admissions: 

• Coordinate and administer the formal admissions process for national and international students in conjunction with the Office of Admissions and the Graduate School. 
• Respond to inquiries from prospective applicants who have submitted applications for assistantships. 
• Advise applicants on the admissions process and solve routine and non-routine admissions problems. 
• Revamp the Dept. Marketing Materials to advertise/recruit prospective students into the graduate program.
• Coordinate the preparation, printing and distribution of all recruitment brochures and posters as well as making sure that information packages used to recruit students are current and up to date. 
• Serve as the resource and first point of contact person for new graduate students upon arrival. 
• Provide and assist applicants with specific information regarding application procedure and deadline for applicable graduate scholarship awards. 
• Prepare and sign GAR's for admissions and denials. 
• Coordinates orientation for new students.

Graduate Committee and Director support: 

• Provides support for instruction through administration of course syllabi, class materials, exams, course evaluations, processing course schedules, and maintaining course inventory. 
• Enters information into BANNER/Oasis student database system. 
• Prepares Graduate Assistantships appointments, manage the Graduate Student Stipends and GA Health Subsidies, submit tuition waivers, processes course permits and registration. 
• Monitor/track Graduate Student Scholarships from several departmental foundation accounts. 
• Proctors assignments, keeps record and notifies students of scores. 
• Preparation of departmental historical data, preparation of spreadsheets, and creation of graduate forms. 
• TA office scheduling. 
• Other projects as assigned by graduate program director and/or committee.

Graduate student liaison: 

• First point of contact to communicate academic program information, prerequisites and course selection. 
• Notifies students with substandard academic grades and issues. 
• Conducts graduation checks. 
• Fulfillment of other student-related administrative requirements. 
• Communicates thesis and dissertation requirements. 
• Assists students and answers any questions, and coordinates appointments with faculty.

Serve as a backup to the following roles and responsibilities: 

• textbook adoptions and desk copy ordering
• Inventory Management
• Maintenance of Office Equipment (copiers, computers, printers)
• Physical Plant Work Orders
• Secondary Reception Backup
• Secondary TA & RA Appointments
• Secondary FedEx & Office Supply Ordering

Performs other tasks and projects as assigned.

Minimum Qualifications:

This position requires a high school diploma or equivalent, with four years of experience in office or administrative positions. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:

Bachelor's degree and three or more consecutive years experience in an academic environment in a support role.
Experience with university graduate admissions process.
Knowledge of and experience with USF policies and procedures.

This position may be subject to a Level 1 or Level 2 criminal background check

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Contact the USF ADA Lead (hr-ADA-Request@usf.edu) to coordinate your accommodation request.