Administrative Coordinator II (Hybrid) - School of Continuing and Professional Studies

About the role

Scheduled Hours 37.5 Position Summary The Academic Program Services Coordinator supports CAPS academic programs, courses, projects, and related administrative processes. This role provides administrative support to the Vice Dean and the Associate Dean & Chief of Staff, while coordinating information, systems, records, communications, and processes that support the effective delivery of academic programs, initiatives, and services. The position works collaboratively with faculty, staff, students, and university partners to support academic administration, reporting, administrative support, and the effective delivery of CAPS programs and services. Job Description Primary Duties & Responsibilities: Support CAPS Course Administration: Support management of CAPS for-credit courses in Workday, including course schedules and the CAPS's section of the University Bulletin. Collaborate with academic leadership and the CAPS Assistant Director of Academic Services to support course planning, scheduling, registration coordination, and academic records processes. Manage course and section setup each term, including course details, instructors, modality, meeting schedules, enrollment limits, and related updates. Draft and coordinate the course call and enrollment reports. Assist with faculty teaching assignments and related course and classroom scheduling processes. Support low-enrollment review and course cancellation process in collaboration with CAPS leadership, Assistant Director of Academic Services, and CAPS Finance team. Coordinate course evaluations and collaborate with the Office of the University Registrar on course administration processes. Maintain University Bulletin updates and coordinate related website updates. Coordinate classroom requests and reservations for CAPS courses. Provide administrative support related to Workday course processes, troubleshooting, and term maintenance. Academic Administrative Support: Provide administrative support to the Vice Dean in support of academic programs, course administration, curriculum processes, and faculty-related activities. Serve as a liaison between CAPS administration, faculty, and university offices, including the Office of the University Registrar and WashU IT. Provide administrative support for course records, curriculum processes, Canvas operations, and academic systems used within CAPS. Manage and provide support for the Special Audit Program. Monitor and communicate course and academic program updates for the CAPS website. Support curriculum committees, meetings, and related documentation. Provide administrative support for Qualtrics, Airtable, and other academic processes. Support faculty textbook request process, bookstore communication, and related internal records. Administrative Support to the Associate Dean & Chief of Staff: Provide administrative support for projects, initiatives, and activities led by the Associate Dean & Chief of Staff. Coordinate meetings, communications, documentation, and follow-up activities related to school priorities and initiatives. Assist with the preparation of reports, presentations, correspondence, and other materials for leadership, committees, and university partners. Assist with data collection, record maintenance, reporting, and other administrative activities that support decision-making, process improvement, and schoolwide initiatives. Other Duties: Assist with proofreading and editing CAPS communications and documents. Provide general administrative support for cross-functional initiatives and special projects. Represent CAPS at department and university events as needed. Perform other duties as assigned. Decision Making and Impact: Supports the effective administration and coordination of CAPS programs, services, initiatives, and administrative processes. Exercises judgment in applying established policies and procedures, resolving routine administrative matters, and escalating issues as appropriate. Decisions impact the accuracy and effectiveness of services provided to students, faculty, staff and university partners. Financial/Operational Impact: Supports administrative processes that may inform academic, operational, and financial decision-making. Responsible for maintaining accurate records, reports, and documentation related to assigned programs, projects, and administrative activities. Does not have direct budgetary or financial management responsibility. Working Conditions: Job Location/Working Conditions: Normal office environment. Typically working at a desk or table. Repetitive wrist, hand or finger movement. Standard working hours are Monday - Friday 8:30am - 5:00pm CST. Work schedule to be determined with direct supervisor during first week. The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel s

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