Undergraduate Program Professional
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Job Summary
If you are looking for an opportunity to make an impact on the undergraduate experience for students, then your search is over!! The Chemistry department at CU Boulder welcomes applications for an Undergraduate Program Professional. This position manages all the administrative components of our undergraduate program. The individual in this position will have primary responsibility for management of the administrative operations of our undergraduate education program including managing course scheduling, administration of student awards, and fellowships in accordance with the donor gift agreements. Management and coordination of donor appreciation events is also an important aspect of this role as well as communication with donors about undergraduate award recipients and usage of funds.
A large percentage of the position responsibilities will be in managing course scheduling for the department. Works closely with the Undergraduate Associate Chair to plan and implement all aspects of the complex course schedule and duties including managing undergraduate student services; coordinating course scheduling; administering undergraduate fellowships and prizes; publicizing the undergraduate major and special events within the department; coordinating student registration and final grades; maintaining undergraduate program content on department website.
The position will work closely with the Undergraduate Awards Committee and the Associate Chair for Undergraduate Affairs to plan and implement processes to ensure our students' completion and success throughout their undergraduate program.
Who We Are
The Department of Chemistry at the University of Colorado Boulder emphasizes knowledge of the basic principles of chemistry, including atomic and molecular theory, the states of matter and reactivities and properties of chemical substances. Students study the basic subfields of chemistry, such as organic, physical, analytical, and inorganic chemistry, all while developing the mathematical skills to understand fundamental chemical relationships and to manipulate experimental data. Graduates also learn safe chemical practices, including handling waste, safety equipment, assembling chemical apparatus and designing experiments.
What Your Key Responsibilities Will Be
Undergraduate Program Administration
- Plans, prioritizes, and manages the workflow of the undergraduate program, providing administrative, technical, and programmatic support for the Chair, Associate Chair, and academic advisors.
- Collaborates with the Associate Chair in the creation of the department’s schedule of courses for each term by gathering and reviewing teaching requests, projecting curricular needs for the major area of concentration, analyzing past enrollment statistics, and planning for graduate-student instructors (GPTI’s and TA’s) and part-time lecturers.
- Serves as departmental undergraduate course catalog coordinator ensuring courses listed are current, accurate, detailed with requisites, etc.
- Oversees the undergraduate student registration process by monitoring data entry into CU-SIS; researches registration problems; advises and assists faculty members, instructors, and undergraduate students during each semester’s enrollment and schedule adjustment period. Registers students for undergraduate internship and independent-study credits.
- Oversees Special Action and Change of Record forms for undergraduate students.
- Serves as departmental final grade liaison.
- Assist in ensuring that the fall, spring and summer course, recitation and laboratory schedules prepared by the Chair are devoid of errors.
- Enter all CHEM 1000/4000 level courses, recitations, and laboratories into CU-SIS for the fall, spring, and summer semesters, revise and/or cancel courses, recitations and laboratories as needed using CU-SIS.
- Works with course instructors to place textbook orders and ensure CU Bookstore has necessary information to provide course materials to students.
- Develops and maintains documented procedures related to undergraduate program operations.
- Provides MyCUinfo and Canvas support to part-time lecturers and undergraduate majors.
- Administers undergraduate fellowships and prizes.
- Coordinates communications for fellowships and processes the financial forms to ensure distribution of undergraduate fellowships/scholarships/prizes.
- Assess available funding and tracks expenses each semester to ensure full utilization of our undergraduate fellowship funds.
- Establish routine communication with donors about undergraduate award recipients and usage of funds.
- Identify issues related to schedules in CU-SIS and make appropriate changes.
- Identify and secure rooms for all courses taught in CHEM, obtain rooms for all evening exams in CHEM courses.
- Prepare degree awarded reports and provide lists of undergraduate graduates for the Recognition Ceremony.
Administrative Support
- Provides support to department administrators, faculty, and staff with creating documents, spreadsheets, reports for tenure track faculty and teaching professor promotion files, creating office procedures, forms and records tracking systems, and copying.
- Collects data as required for annual American Chemical Society Survey and Periodic reports.
- Manages the department's document storage system with regards to undergraduate program administration (electronic and paper) and follows university document retention policies.
- Serves as the departmental liaison for Disability Services accommodations.
- Compiles all disability accommodations for undergraduate courses, procures spaces and times for exam accommodations, and collaborates with the laboratory staff for laboratory accommodations.
- Assists faculty with exam preparation (copying exams, counting scantrons and submitting scantrons to Testing Services).
- Coordinates departmental tutor list and distributes in accordance with department's procedures.
Operational Support
- This position is responsible for ensuring that all undergraduate program operations have needed administrative support to meet the mission of the department.
- Serve as the Faculty Course Questionnaire (FCQ) Coordinator.
- Manage the undergraduate chemistry copy center ensuring copiers are fully functional, and supplies are inventoried, ordered and stocked. Report and arrange for repairs as needed.
- Event, examination, and special-program coordinator for undergraduate program.
- Organize and plan events related to the undergraduate major and special opportunities within the department including poster sessions, Fall Welcome events, etc.
- Assist Chair and Associate Chair with recruiting volunteers, setting up events, creating promotional material about the major, etc.
- Co-manage (with the Graduate Program Administrator) the Annual Spring Student Recognition Ceremony including: providing an accurate list of undergraduate degrees awarded and awards received. Assist in securing event space, creating promotional and on-site event materials and assisting with logistics.
- Assists with the setup of events including the annual CHEM teaching Assistant (TA) training event.
Process Improvement
- Expand information about program resources by collecting, interpreting and reporting data to evaluate undergraduate majors, student credit hours, diversity planning, and funding processes and awards.
- Develop and maintain an effective process of reviewing the departmental website with respect to all undergraduate information and respective fellowship opportunities. Recommend format and layout changes based on program need, accessibility and peer institutional site review.
- Seeks to improve efficiency and recommends process modifications and improvements based on analysis of operations. This requires continuous development of new perspectives and skills to improve processes.
- Identify areas to conserve paper and develop an effective document storage system for this position.
- Align current procedures so that cross-training with Graduate Program Administrator can be applied.
- Will require evaluative skills as well as ability to work closely with department personnel to better define objectives and goals.
Other
- Other duties as assigned supporting the Chemistry department, including providing back-up support (with appropriate cross-training) for the Graduate Program Administrator.
What You Should Know
All University of Colorado Boulder employees are required to align with the campus COVID-19 vaccine requirement. New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.
This position supports a hybrid work environment. Onboarding assistance may be available.
What We Can Offer
The salary range for this full-time position is $53,000- $54,000 annually.
Benefits
Be Statements
What We Require
- A Bachelor’s degree or equivalent combination of education and experience may substitute.
- Minimum of 1+ years of professional, job related experience.
What You Will Need
- Ability to work independently and with responsibility for initiating and completing tasks.
- Proficient computer knowledge and skills with Adobe Acrobat, Illustrator, and Photoshop, Google Drive, OneDrive, and MS Office applications, particularly with Outlook, Word, Excel, and Power Point.
- Ability to communicate effectively both orally and in writing, with a variety of professionals, administrators, and students.
- Potential to assume a leadership role.
- Demonstrated ability to work independently and assume responsibility for initiating and completing critical functions in the management of educational programs.
- Demonstrated leadership ability.
- Demonstrated ability to work effectively in a team and within other collaborative work situations.
- Demonstrated ability to learn and perfect new systems and skills (WebExpress, Virtual Meetings/Presentation, and MeetingOwl).
What We Would Like You to Have
- Experience in an education program.
- Experience working in higher education and with complex information systems.
- Understanding of the rules and regulations that drive higher education processes.
- Experience in process improvement.
Special Instructions
- A current resume.
- A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
- We may request references at a later time.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.
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