Undergraduate Program Coordinator: School of Art - UTK

This position is responsible for a variety of essential departmental tasks that require problem-solving and critical thinking skills. The position prioritizes work based on the objectives and goals of the work unit. Coordinates the department’s undergraduate programs as assistant to the Associate Director of Undergraduate Studies and provides academic support for undergraduate curriculum, assessment, and recruitment processes. Serves as first point-of-contact for faculty, students, and visitors for a variety of tasks, deciding the best solutions, how tasks are completed, and ensuring departmental and UT policies and procedures are followed. Manages and creates course timetables and updates wait-lists; and assists students with various requests and needs. Facilitates and manages undergraduate student recruitment and events; collaborates with College advisors; and administers recruitment campaigns, reports, and analytics. Assists the Scholarship Committee Chair with managing scholarship applications. Manages facility issues, work orders and projects, and coordinates departmental space use and inventory records.

Undergraduate Program Coordinator

• Assist Associate Director of Undergraduate studies in the preparation and submission of curricular and VolCore proposals; help facilitate the distribution, collection, and compilation of SACCS and VolCore assessment rubrics; and aid with preparation and submission of cyclical assessment reports. 
• Coordinate internships for 3 undergraduate degree programs; maintain database with faculty input of potential arts, cultural, and industry internship partners; communicate with potential institutions to develop agreements and processes for student applications; review student internship applications in preparation of faculty approval; contact site supervisors during the semester; advise students with questions and concerns; address problems and concerns between student and Site Supervisors; solicit student progress and professional behavior from supervisors and communicate to faculty for evaluation; develop and maintain student post-internship survey system.
• Communicate and correspond with admitted undergraduate students, prospective majors, and parents, answer questions about the program. 
• Track undergraduate admissions data.
• Manage and support annual undergraduate scholarship and award processes: Coordinate deadlines and processes with Director, Scholarship Committee, and Financial Aid Office; promote awards to current and prospective students; update and manage on-line application platforms; plan annual scholarship reception; notify awardees and generate award letters and certificates.

Administrative Support

• Provide front-line customer service, greet visitors, answer phones, respond to email inquiries, and distribute mail.
• Implement departmental parking permit process; oversee mailing, shipping and receiving.
•  Procurement of goods and services. Reservation and payment of lodging and travel for campus visitors.
• Maintain School of Art list-servs, directories, department copier, and mail room.
• Maintain and facilitate office supply inventory; interact with supply and service vendors
• Maintain, review, and ensure accuracy and completeness of reports, documentation, and operational/ procedural manuals.
• Initiate and draft correspondence on behalf of the Director, including weekly announcements to faculty and staff.
• Post ads and purchase travel and lodging for faculty search candidates and visiting artist/scholars.

Academic Program Support

• Coordinate class scheduling; update and maintain timetable of classes with Registrar, including capacities, wait lists, instructors of record, room scheduling, and restrictions.
• Generate 14-day enrollment reports for Director and Business Manager.
• Assist students with registration issues in coordination with the Assoc. Director for Undergraduate Studies and staff advisor.
• Provides resolutions to problems that have clearly defined solutions and refers non-routine issues to supervisor.
• Maintain syllabi records; update student records, including major and minor changes.

Facilities and Space Management

• Manage building access requests and schedules for faculty and staff offices and common spaces; coordinate key check-out and return. 
• Manage room calendars and scheduling in coordination with other staff, departments, and colleges.<