Academic Coordinator

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Position Overview:

The Upward Bound Academic Coordinator has an important role and responsibility in the success of participants throughout the academic year as well as during the summer residential program. The Academic Coordinator has two major areas of responsibility: (1) assisting the Director in planning, preparation, implementation and evaluation of project services and activities; and (2) providing participants with assistance and guidance that will enable them to enter a program of postsecondary education upon completion of high school. Position contingent on satisfactory performance and continued federal funding. Subject to background investigation.

100% full-time Academic Coordinator. This position is a full-time exempt administrative assignment under the Embry-Riddle personnel policies and requires a bachelor's degree in education, Administration, Counseling, or a related field required. The Academic Coordinator should have knowledge of budget related responsibilities, curriculum development, student assessment, career development, academic advice/guidance, and of college admissions/financial aid processes for low-income students of diverse backgrounds. This position will require the ability to work effectively with students, parents, community organizations, and the campus community. The Academic Coordinator will be responsible for facilitating workshops and classes for students, parents and community members and have excellent written/oral communications skills. A familiarity with the target area or similar rural community resources is preferred.

Responsibilities:

PRINCIPAL DUTIES AND RESPONSIBILITIES (Essential Functions):

60% PROGRAM PLANNING & SERVICES

ACADEMIC YEAR

Work with the Director on the design, implementation and/or coordination of programs and activities to fulfill the following functions:

Outreach & Recruitment

• Collaborate with target high school personnel to recruit and assess need for academic support.
• Develop recruitment presentations
• Cultivate and maintain relationships with community agencies to disseminate program information and recruit students
• Establish program awareness and publicity by attending informational meetings, school activities and campus/career fairs
• Collaborate with other university campus offices, departments and organizations to recruit students, staff, instructors and tutors
• Assist in the nomination of new participants for selection
• Assist Director in the selection of new participants
• Assist Director in the development, organization and administration of Upward Bound Program Summer Component
• Schedule/Supervise College visitations and field trips
• Provide insurance and health information to Wellness Center

Advising

• Assist in the development of Individual Education Plan (IEP) for entering participants and monitor annually
• Administer an ACAP (Academic Corrective Action Plan) for students whose GPA falls below the minimum requirement.
• Intercede with low performing and inactive participants
• Administer Standardized tests and assessments
• Monitor participants' level of motivation to pursue higher education
• Assist with the completion of college admissions, financial aid, housing, and other college related documents, needs and processes
• Assist the Director in advising participants regarding college requirements and academic strategies and in the college major and career choice decision making process
• Schedule visits to target schools on a bi-monthly basis, provide weekly study skill lessons, monitor academic status, attendance and personal progress of program participants
• Locate missing alumni and document status
• Assist with Senior college planning sessions

Supplemental Programming / Field Trips

• Develop and implement supplementary curriculum
• Complete requisitions, work orders, reimbursements, and other routine documents

Other Program Activities/Events

Assist in the development and implementation of various program activities which may include, but not limited to:

• Maintain grade/records for academic year, summer component, study skills and activity participation, updating the on-line Blumen database
• Develop, process, file and manage student and program related documents
• Determine/award stipends for student participation in activities and study skill lesson completion
• College visitations and field trips
• Arizona WESTOP Student Leadership Conference
• TRIO Day activities
• Coordinate/schedule/execute social/cultural and educational field trips
• Workshops and forums
• Parent meetings and workshops

SUMMER RESIDENTIAL COMPONENT

Summer Program Preparation & Implementation

Responsibilities include, but not limited to, planning, preparation, implementation and assisting with various residential life activities, meetings, field trips, and other events.

• Coordinate summer planning assignments with entire staff and campus
• Development and implementation of academic and tutoring staff orientation and training
• Development and implementation Parent orientation
• Development and implementation of summer program orientation for teachers, students, resident advisors, resident director
• Facilitate daily staff meetings
• Coordinate Awards Banquet program
• Assist with academic evaluations and surveys
• Coordinate with other university campus departments such as Summer Programs, Safety, Health Services, Records, Student Activities, Housing, Food Service, Communications, etc.
• NOTE: Six-week summer residency on campus may be required with 24-hour on-call status while participants are in residence

Summer Session Academics

Oversee the instructional unit of the summer component which includes, but not limited to:

• Teach the College Success 101 course (a 5-week summer session course)
• Curriculum design and academic scheduling of summer program
• Design and implementation of tutoring system
• Support of summer session instructors and tutors
• Monitoring academic progress of participants
• Assigning of mandatory tutoring where necessary
• Organizing study hall sessions and study groups where needed
• Planning and developing academic skills, career and college selection workshops
• Facilitating summer faculty meetings as necessary
• Verify and document class and tutoring attendance
• Coordinate banquet meal and program
• Prepare textbook order requisitions
• Make field trip arrangmenets such as transportation, permission slips, itinerary, meals, hotels, campsites, admission fees, etc

15% ADMINISTRATIVE

Assist with and/or provide the following administrative functions:

• Assist Director with planning, implementation, and evaluation of the academic year and summer residential components
• Summer staff training -- work in conjunction with the director to develop and conduct staff training
• Assist in the preparation of performance reports and program documentation
• Act as liaison to target schools for program, parent/guardians and students
• Prepare and submit participants' transcripts to the appropriate high school district Registrar's Office and record in Blumen
• Obtain and process all necessary documentation for verification of students' eligibility for program services
• Production of bi-monthly newsletter
• Create class rosters, schedules, grade sheets, transcripts and other faculty related documents
• Create, edit and/or update faculty handbook
• Create, edit and/or update RA/tutor handbook
• Develop and implement evaluation instruments and surveys
• Assist with tracking of participants
• Distribute transcripts to students following the Summer Session

Comply With U.S. Department of Education and Embry-Riddle Aeronautical University administrative guidelines and policies that include:

• Collecting and organizing statistical information to include:
  • Student academic and attendance progress
  • Contact information (current and former participants, and other contacts)
  • Documentation of services
• Complete evaluation forms
• Insure completion of all timesheets and Personnel Activity Reports (PAR's) where appropriate
• Complete all required weekly, monthly, bi-annual and annual reports and record updates as assigned
• Organization and filing of participant and program documents
• Participate in the Personnel Management Process (PMP)

10% SUPPORT DIRECTOR IN SUPERVISION & STAFF DEVELOPMENT

The Academic Coordinator will be responsible for supporting the director in the following:

• Recruiting and interviewing all instructional personnel (academic year and summer)
• Recommend for employment all instructional teachers, staff and tutors
• Planning and implementing training and orientation for academic year and summer instructional staff
• Recruit, train, and supervise part-time tutorial staff (academic year and summer)
• Provide general and academic supervision of summer instructional staff and tutors
• Determine and arrange classroom assignments and workshop locations

5% OTHER DUTIES AS REQUIRED BY PROJECT DIRECTOR

The timeline for completion of duties and responsibilities of the Assistant Director is established in the administrative calendar prepared under the guidance of the Director. Training and in-service sessions will coincide with project activities. The Academic Coordinator and the Project Director will meet weekly to review project activities and participants' progress. The Director will base evaluations of the Academic Coordinator on the successful completion of duties and responsibilities outlined above.

This role entails operating within a dynamic office setting that emphasizes networking with external organizations, students, and school staff. Regular travel to designated schools is necessary on a weekly basis. Throughout the academic year, there will be occasional field trips, some of which may involve overnight stays, while the summer component may require more extensive field trips. Work conditions tend to intensify significantly leading up to and during the six-week summer residential program. During this time, adherence to non-standard schedules and shifts may be necessary. Weekend and evening work may also be occasional requirements. Given that participants are minors residing on-site, ensuring security, safety, and supervision will be the primary focus at all times, regardless of the time, day, or personal circumstances. Expectation of extended and/or irregular hours and on-call status during the summer session is to be anticipated.

Must be able to complete the following activities as minimum job requirements for safety and liability purposes:

• Lift a 40 lb. Box
• Safely drive a 15-passenger van with participants on board
• Maintain necessary stamina to walk flights of stairs on a daily basis
• Travel to off-campus locations and occasionally stay overnight in hotels, hostels, or tent camping