Academic Affairs Coordinator

• Maintain up-to-the-minute knowledge of full-time and adjunct faculty business including employment, promotions, awards and recognitions, curriculums, teaching schedules, and room assignments.
• Ensure communication is given timely to faculty, administration, staff and students as needed.
• Report relevant faculty initiatives and governance.
• Develop and maintain academic services information systems and coordinate as needed with faculty and staff.

• Serve as the primary contact for adjunct faculty, manage appointment letters, teaching assignments, student evaluation reports and records.
• Work closely with adjunct faculty to comply with employment paperwork requirements.
• Assist with logistics for scheduling adjunct orientation, revising adjunct faculty handbook and distributing materials.
• Promptly address emergency situation that often arise with room conflicts and specific adjunct teaching needs.

• Arrange and coordinate seminar group meetings for the Externships program.
• Coordinate logistics for orientation sessions and training relating to externships.
• Coordinate selected Externships activities for students.
• Administer and coordinate the registration of students in multiple databases or software programs Including the 12twenty program.
• Run reports of exam information each semester, creating exams in Exam Soft by compiling questions and setting all exam rules, all exams are available for students to download on time and making exceptions for accommodated students or extenuating circumstances as needed.
• Proctor exams and providing instructions to faculty who proctor exams.
• Administer the Student Evaluation program.
• Oversee the planning, coordinating, scheduling, and processing of student evaluations of courses and professors for each semester.
• Maintain confidential evaluation records.
• Collaborate with key departments, assist the Associate Dean for Academic Affairs with the planning and development and publishing of the academic year course schedule including pairing holidays and commencement dates with the University holiday and commencement dates.
• Coordinate with faculty to develop their teaching assignments and unit loads including cancelations, reschedule, relocate, or add new courses to the schedule.
• Assist faculty committee chairs such as the Employment, Promotion & Tenure Committee, to provide support and resource material relating to faculty business.
• Create SeatGen each semester for the Faculty Support Office to use in creating seating charts and flash cards for the faculty.
• Create syllabi page on LibGuides and assist Faculty Support office in compiling content for the page each semester.
• Coordinate and input grades for all law courses into Banner.
• Process reimbursements, invoices, and check requests including preparation and submission of payment forms (EPAF) for full-time and adjunct faculty compensation.
• Assist with program and event support for the departments to include logistics, scheduling and communication.
• Prepare and respond to heavy volume of email and memoranda within the office of Academic Affairs and externship program.
• Other administrative duties include, filing, scanning, copying, scheduling, purchasing, travel coordination and database management.
• Provide support for various academic affairs initiatives, adhering to university policy where applicable.

• Associate's Degree or equivalent experience (i.e. Two (2) years of full-time experience in the same/similar position is equal to one (1) year of completed post-high school education).
• Three (3) years of increasingly complex executive support experience in an academic, legal, or professional organization.

• Associate's degree or equivalent combination of education and/or experience.
• Communication & Reasoning skills.
• Strong oral and written communication and organizational skills are required.
• Must have ability to work cooperatively and effectively with all members of the campus community; ability to work independently as a self-starter and as a team member; be flexible, learn and apply University policies and procedures, and work under tight deadlines.
• Strong email etiquette, with ability to write clearly and concisely.
• Must be able to multi-task and work in a fast-paced environment.
• Must have ability to delegate and manage work production, supervise and manage support staff.
• Must be able to operate general office equipment-computers, copiers, etc. Intermediate to advanced skills in Microsoft Office Suite: Word, Outlook, and Excel.
• Knowledgeable in database development and management.
• Knowledge of navigability of the Internet.
• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.