Assistant Director of Academic Affairs - The Graduate School

Ref. No.
WF250295

Position ID: 198401

About University at Albany:

Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research, and public service engages a diverse student body of more than 17,000 students in nine schools and colleges across three campuses.

Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks.

Job Description:

The Graduate School seeks to hire an Assistant Director of Academic Affairs. The Academic Affairs division of the Graduate School encompasses three key areas: records and registration, degree conferral and outcomes, academic progress and student support. This position will be responsible for student records maintenance, data integrity compliance, and assistance with degree clearance, for the Graduate School.

Primary Responsibilities:

• Records processing and related functions
  • Responsible for research and process requests for transfer credit/advanced standing; utilize AACRAO Edge to research international institutions, grading, and degree information related to the processing of transfer credit/advanced standing; research course catalogs and bulletins from domestic institutions; make determinations regarding the award of credits.
  • Responsible for reviewing and processing combined undergraduate/graduate credit processing. Monitor and manually post credits for combined undergraduate/graduate students each semester. Conduct semesterly reviews for undergraduate students enrolled in graduate level courses
  • Responsible for reviewing and processing program withdrawals, medical withdrawals, doctoral leave of absence, doctoral continuous registration review, and statute extension requests. Manage the program withdrawal review process and facilitate program changes via exception with the academic departments.
  • Responsible for running queries and transcripts in PeopleSoft to assist with academic affairs processes (admission to candidacy, dissertation and thesis approvals). Responsible for weekly/monthly academic affairs data reconciliation and review (query data in PeopleSoft to review and correct information related to academic affairs duties).
• Degree clearance related functions
  • Responsible for processing degree audit exception forms received (course waivers, substitutions).
  • Assist with the graduate degree conferral process (clearance and pre-clearance review). Assist with the graduate degree conferral process (clearance and pre-clearance review).
  • Process admission deficiency information for upcoming students, manage student groups and IAS process, and update degree audit requirements to reflect deficiencies.
  • Process supplemental program applications. Utilize Touchnet/Marketplace to process orders. Communicate with academic departments, Student Accounts, and the student. Utilize OnBase to save documentation.
  • Retrieve student records information via OnBase to facilitate Graduate School services.
  • Responsible for processing requests for information concerning graduate students (i.e. background investigations, degree verification letters, individual student requests for academic information).
  • Generate correspondence and maintain files pertaining to graduate program registration actions, student transfer credit/academic standing, and withdrawals. Prepare mailings to students and departmental faculty/staff. OnBase filing.
  • Use the following University systems to conduct duties outlined above: UAchieve, EAB, IAS, Slate, OnBase, AACRAO Edge, Scholars Archive/BePress.
  • Represent the University professionally and ethically at events, conferences and meetings that support recruitment, retention, and graduation of graduate students.
  • Respond to inquiries from and communicate to students, faculty, alumni and other stakeholders with a consistently professional demeanor and in a timely manner.
• Other reasonable duties as assigned.

Functional and Supervisory Relationships:

• Reports to Associate Director of Academic Affairs
• Supervises the following positions: None

Job Requirements:

• Excellent attention to detail, customer service, interpersonal, presentation, oral, and written communication skills.
• Familiarity with reviewing and analyzing data is key in this position.
• Proficiency with Microsoft Office and proven ability to learn and use new technology, including university systems.
• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.
• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role.

Requirements:

Minimum Qualifications:

• A bachelor's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
• 2 to 3 years of experience in higher education or education administration.
• Demonstrated experience with university systems, structures, credentials, or student services.

Preferred Qualifications:

• A master's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
• 3 to 5 years of professional experience in higher education.
• Experience with student information systems, such as PeopleSoft, uAchieve, EAB, and Business Intelligence, or related software.
• Experience working with a graduate student population or graduate student records.

Working Environment:

• Typical office environment

Additional Information:

Professional Rank and Salary Grade: Senior Staff Assistant, SL3, $57,151 to $60,000.

Special Note: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additionally, please note that UAlbany is not an E-Verify employer.

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link

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THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER

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Application Instructions:

Applicants MUST submit the following documents:

• Resume
• Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications
• List of 3 professional references with e-mail addresses and telephone numbers

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Preference will be given to applications received by April 28.