Academic Program Specialist

Job Summary:

The Academic Program Specialist assists the Department Chair by providing administrative and regulatory support in the overall management of the Physician Associate Studies program.

Duties & Essential Job Functions:

1. Assists the Department Chair by providing administrative and regulatory support in the overall management of the Physician Associate Studies program.
2. Assists in developing, enacting, and enforcing all Department policies and procedures.
3. Provides administrative and fiscal support to all department faculty, including assistance with grant preparation, classroom and class scheduling, and meeting coordination.
4. Serves as department liaison between the Department Chair and internal and external constituents. Serves as staff delegate on Department Admissions Committee.
5. Acts as project manager for program accreditation requirements
6. Coordinates and manages student course evaluations throughout the year and disseminates data to faculty. Manages the annual student outcome assessment report (Program Evaluation) from information collected from students and faculty.
7. Creates and coordinates student course schedules on a semester basis. Collaborates with departmental staff to communicate regularly with students regarding keeping files and information up to date.
8. Assists department faculty and staff by coordinating hiring and attendance of required onboarding processes for newly hired employees and by serving as the approver and editor of all bi-weekly staff timesheets.
9. Prepares and processes all department payroll, financial, and hire documents using various TCU systems.
10. Coordinates all Department purchasing initiatives and disseminates knowledge to faculty and staff regarding TCU Purchasing regulations.
11. Monitors and maintains program budget within the Department by gathering and submitting information, scheduling expenditures, reconciling accounts; facilitating purchases for the maintenance of operations; reading, routing and answering correspondence; collecting, maintaining and prioritizing information; communicating with Department Chair and other staff members regarding work flow.
12. Assists Department Chair with budget management by keeping & maintaining reports of various budgets, processing all invoices, coordinating purchases with Faculty, and handling problems as they arise according to TCU Policies. Makes recommendations to the Department Chair based on report findings.
13. Serves as lead coordinator in organizing department events including but not limited to: open houses, meetings, workshops, research lectures, and alumni receptions. Performs tasks such making guest travel arrangements, choosing menus or purchasing food, reserving facilities, maintaining event schedules & seating charts, ordering decorations, preparing agendas and programs.
14. Oversees and maintains department marketing and media program, such as website content, social media, and news releases. Collaborates as co-editor for any newsletters and other external department communications.
15. Supervises student and temporary staff for the program. Completes annual reviews and serves as the main time sheet approver/editor for department staff.
16. Trains new staff on relevant TCU systems, disseminates knowledge and information, and supports professional development activity attendance.
17. Performs other related duties as assigned.

Required Education & Experience:

• Bachelors’ degree and 2 plus years’ program coordination experience.
OR
• High school diploma or GED and 6 plus years’ program coordination experience.

Preferred Education & Experience:

• Master’s degree
• Previous experience in higher education
• Previous experience in a academic medical training program

Required Licensure/Certification/Specialized Training:

• None

Preferred Licensure, Certification, and/or Specialized Training:

• Microsoft office suite, Adobe

Knowledge, Skills & Abilities:

• Ability to take initiative and work with minimal supervision
• Knowledge of customer services techniques.
• Knowledge of high-level organizational techniques.
• Knowledge of interpersonal communication techniques.
• Knowledge of department specific computer software.
• Knowledge of curriculum and degree requirements.
• Knowledge of university programs.
• Skilled in some or all components of Microsoft Office.
• Ability to balance multiple projects simultaneously.
• Ability to assume administrative functions and make independent decisions regarding daily activities.

TCU Core Competencies:

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.

Employment Values Statement:

Texas Christian University values Integrity, Engagement, Community, and Excellence in the workplace. TCU treats applicants and employees with fairness and respect. TCU hires and promotes individuals based on their qualifications and their commitment to making a positive impact on our student-centered community. TCU is an equal opportunity employer and follows all applicable employment laws. TCU fairly considers all qualified individuals, ensuring we are a workplace free from unlawful discrimination and harassment.