St. John’s established in 1870, has three New York City campuses; a graduate center in Hauppauge, NY; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.
A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. As noted in our Vision Statement, our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.
SENIOR ACADEMIC SUPPORT ASSISTANT
ST. JOHN'S COLLEGE - DEAN'S OFFICE
The Senior Academic Support Assist ant reports directly to the Associate Dean, Undergraduate Studies and works closely with the Senior Assist ant Dean. This position is a linchpin in the dean's office that communicates with students and parents; administrators and chairs; and St. John's College faculty. Additionally, this position provides administrative assistance with academic teaching schedules and assistance to seminarians.
ESSENTIAL FUNCTIONS
- Provide daily support to Associate Dean Undergraduate and Senior Assistant Dean,
- Work with department chairs and program directors to provide support to faculty and all St. John's College degree programs as needed,
- Assist with all aspects of student registration including connecting students with faculty advisors, issuing priority numbers, and overriding students into closed classes,
- Assist students with requests regarding schedule changes,
- Direct students to appropriate offices regarding student services, leave of absence applications, and related issues,
- Provide additional front-office support as needed,
SCHEDULING ASSISTANCE
- Work closely with Associate Dean to distribute and review department course schedules (over 3,500 CRNs across 20 departments in four terms-Fall, Winter, Spring, Summer ),
- Assist undergraduate and graduate Associate Deans with course cancellations for low enrolled classes and course mergers to optimize offerings,
- Assist Associate Dean with scheduling changes (e.g., adding classes, changing classrooms, raising course caps) by liaising between the departments, the dean's office, and the registrar,
- Review SJC teaching schedules for overloads, research reductions, and union reductions,
- Work in conjunction with Associate Dean of Fiscal Affair s to prepare academic semester overload reports to initiate payroll,
- Prepare overload spreadsheet for approval by Associate Dean, Undergraduate Studies.
SUMMER & WINTER INTERCESSION TEACHING SCHEDULES
- Prepare undergraduate and graduate Summer Pre-Session, Session I, Session II, Post- Session and Winter intersession teaching schedules in conjunction with departments and attach faculty names to courses,
- Work in conjunct ion with Associate Dean of Fiscal Affairs to prepare reports for summer session & winter intersession full-time faculty teaching to initiate payroll,
- Prepare and submit Electronic Personal Change Forms to establish summer session & winter intercession part-time faculty teaching contracts,
SEMINARIANS
- Assist seminarians with questions about their applications for the Certificate Program for Philosophical and Theological Studies; accept and distribute completed applications for review,
- Act as liaison between St. John's and the seminaries regarding students enrolled in the certificate program and undergraduate philosophy major.
- Submit certificate program application packets to Registrar for processing. Follow up with seminary and student.
- Additional responsibilities as assigned by Dean.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, du ties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
COMPETENCIES:
- Establish and maintain clear communications between the Dean's office and all SJC unit s.
- Follow up on internal and external requests in a timely, respectful manner and help to resolve problems.
- Follow through on commitments and operate with an appropriate sense of urgency.
- Demonstrate ability to take initiative and flexibility in problem-solving in unexpected circumstances.
- Handle confidential information in a discreet manner.
- Treat students, parents, co-workers, alumni and guests in a respectful manner that demonstrates compassion and sensitivity to a variety of styles and cultural backgrounds; seek and listen to different points of view.
- Make a direct connection between students and appropriate resources to resolve issue and avoid the campus run-around, even if not directly part of the job responsibilities.
- Empathize with the range of students', parents', co-workers', faculty, and alumni needs and view situations from their perspective.
- Manage self and responsibilities effectively; produce quality, accurate results. Work well independently yet seek support when appropriate.
- Demonstrate respectful and consistently positive behavior with co-workers.
- Stay current with technological trends, developments and advances needed to perform job.
QUALIFICATIONS:
- At least 5 years' experience in an office setting, prior Dean's Office experience beneficial
- Proficiency with the Microsoft Office suite, particularly Microsoft Excel and OneDrive.
- Experience with Ellucian - Banner & course management software, such as BRIO or DegreeWorks
St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events.
Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education.
St. John’s University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.
Required Skills
Required Experience