Purpose Responsible for advising and registration of graduate students in the AEG Program and assisting in registering courses for undergraduate IEP students Responsible for the department budget involving preparing and overseeing spending throughout the year Responsible for all examrelated duties including the administration and security of exams Manage and supervise the administrative and secretarial work pertaining to the Department of English Language Instruction ELI Supervise the timely and efficient completion of work of all ELI staff
Principal Accountabilities
Student Affairs
Advising and registering graduate students
Participating in registering courses for undergraduate students and working on solving students problems during the registration period and responding to their queries throughout the semester
Preparing and maintaining class lists following up on any changes and recording all dropaddwithdrawal transactions
Following up on graduate students academic load to ensure that they take no more than the allowed courses
Determining students having exhausted their number of allowed semesters in the two programs and reporting accordingly to the Assessment Specialist and or the Program Directors of the Department
Planning IEP and AEG schedules for the following year and reporting changes needed to the Registrars Office
Budget Work
Advising and managing the department budget This involves preparing and overseeing the spending throughout the year
Defining and preparing the equipment assessment after consultation with the IT staff and the Department Chair and completing the needs assessment form
Entering data and justification on Matrix such as increase requests
scholarship benefits and new initiatives
ELI Assessmentrelated Tasks
Responsible for IEP test security and the administration of the assessment tasks throughout the semester This includes overseeing the printing of exam materials maintaining and keeping secure all IEP test booklets answer sheets and supervising the shredding of used test booklets and other confidential materials
Preparing entering and calculating scores of some test components such as the graduate writing exams the eportfolios grades and the oral presentation grades
Processing and calculating summer semester student results when the IEP assessment specialist is not available
Posting undergraduate and intensive graduate final results on Blackboard and recording and maintaining test scores and final grades Double checking all the final grades posted on Banner and making sure that all the instructors submitted the grades Maintaining updated Blackboard student data
Collecting data and preparing statistics and passing rates for the ELI chair to enter in Compliance Assist and the CEA Annual Report
Following up on IEP and AEG student achievement and performance in subsequent courses
Supervision of ELI Staff
Supervising department staff and provide guidance for different administrative functions carried
Acting as a liaison between human resources department and academic department by preparing and coordinating appointments of staff following up on requested promotions attendance overtime and leaves and administering performance appraisal process
Maintaining a file for each employee at the department level
Developing and maintaining an employee backup system to ensure efficiency when a staff member is absent
Oversee the distribution of responsibilities in job descriptions and maintain hard copies and electronic copies of staff job responsibilities
Assistance to ELI Chair
Assisting the Department Chair in the hiring of new onesemester and or full time faculty including the placing of ads reviewing applicants resumes maintaining complete electronic files on all applicants contacting applicants when necessary answering applicants queries providing search committees with logistic assistance as needed and sending regret letters
Maintaining continual contact and effective responsive communication with Department Chair English Language Instructors Program Directors the MATESOL Teaching Fellows and other staff on campus
Handling any problems of individual teachers or MATESOL fellows in cases when difficulties or complaints about staff classrooms or offices arise
Updating Staff Handbook every year
Maintaining departmental records pertaining to accreditation and other matters as needed
Entering updates of the ELI Strategic plan on compliance assist
Perform other tasks as neededassigned
Requirements
Minimum Education Requirement
University degree preferably MA
Experience
A minimum of eight years of previous experience including two years in relevant fields
Skills
Very good command of English spoken and written
Very good communication and interpersonal skills
Very good organizational skills
Excellent management communication skills
Very good knowledge of MS Office
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