TPS Coordinator & GPS Graduate Education Program Assistant

JOB TITLE: TPS Program Coordinator & GPS Graduate Education Program Assistant

DEPARTMENT:  Graduate & Professional Studies

REPORTS TO:  Director of Operations

Summary:

The TPS-UArts Program Coordinator/ GPS Graduate Education Program Assistant position supports all aspects of the TPS-UArts program and is partially funded by a grant from the Library of Congress ($20,000/42%).  In addition, this position also supports the directors, faculty and students for all education programs within Graduate & Professional Studies (GPS).This position reports to the Director of Operations.  This position is expected to work in the office, Monday - Friday, 9:00am - 5:00pm.

Essential Duties & Responsibilities:

TPS Program Coordinator Responsibilities:

  • Supports TPS-UArts to develop content for two graduate courses per year and plans, schedules and coordinates all aspects of those courses related to faculty and students.
  • Project Manager for annual Teacher Resource Guide
  • Maintains budget and narrative documentation for the Library of Congress grant project, reporting quarterly to the Library of Congress and submitting appropriate paperwork to University for vendor/consultant payments
  • Completes annual TPS-UArts program report
  • Responds to program inquiries or concerns in-person, by phone, or email; forwarding on to appropriate staff as needed.
  • Schedules and convenes and prepares agendas for all TPS-UArts monthly meetings
  • Maintains the schedule for the Arts & Primary Sources Group on the TPS Teachers Network
  • Maintains all digital and paper files for the TPS-UArts program including financial information in course budget spreadsheets and prepares all paperwork for payment (invoices, contracts, etc.) for TPS-UArts courses and projects.
  • Compiles data for TPS-UArts program annual report and Library of Congress federal reports
  • Distributes program information and announcements via email, social media and other digital platforms.
  • Serves as first line of contact for faculty and students needs for courses, events and administrative needs for TPS-UArts program. Respond to phone and email requests for information and program questions daily, forwarding as needed

GPS Program Assistant Duties (focus on Professional Institute for Educators (PIE)/MEd’s and Summer Music Studies (SMS)/MM in Music Education):

  • Serve as first line of contact for faculty and students for courses, programs and administrative need’s for Graduate & Professional Studies programs plus LOC/TPS. Respond to phone and email requests for information and program questions daily, forwarding as needed
  • Supports program directors in administrative and planning needs. Collects and maintains archive of electronic and paper files for all faculty, and continuing program records. Distribute results of digital exit surveys at the end of each semester to faculty, Director, Dean, etc.
  • Maintains and ensures accuracy of master faculty contact info (CV’s, bios, and annual reports)
  • Advice prospective and matriculated students in the SMS/MM and PIE/MEd programs-- refer students to the Registrar’s office for registration assistance.
  • Provides weekly and final term enrollment reporting and assists with monitoring enrollment statistics and patterns towards determining course cancellation or opening additional sections.
  • Creates term reports on matric and non-matric programs.
  • Develop biennial competitive analysis report (with Director)
  • Coordinates with University Enrollment Marketing to promote courses internally and externally via website, social media or other methods. Creates agenda for monthly meetings. Coordinate materials/collateral for marketing (between Director and Enrollment Marketing)
  • Run mailing lists as needed for prospects and past students for PIE/MEd + SMS/MM
  • Assists in the coordination of event and course building PIE/MEd + SMS/MM.

General Graduate & Professional Studies Duties

  • Monitor walk-in, email, and general phone inquiries into the office
  • Support GPS Dean’s Staff and GPS Program Directors with support on basic administrative tasks including financial and curricular processes.
  • Provide support for special events and/or projects as needed

The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not purport to describe all functions.  Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.

Education:

  • Bachelor’s degree required, Master’s degree preferred

Experience:

  • 2-4 years administrative support experience, preferably in a higher education environment.
  • Experience with project management

Competencies, Knowledge, Skills & Abilities:

  • Excellent written, verbal, communication and research skills.
  • The ability to effectively manage multiple tasks simultaneously and follow through on short- and long-term projects, working under a deadline.
  • Superior customer service skills.
  • Computer proficiency including database management, spreadsheets and word processing is required.
  • Experience with budget coordination,
  • A self-starter that can work independently.
  • Warm personality with a good sense of humor appreciated

Supervisory Responsibility:

  • None

About The University:

University of the Arts’ mission is simple: to advance human creativity. Established in 1876, UArts believes creativity is the most essential skill for success in today’s society and has educated generations of groundbreaking artists, performers, designers and creative leaders for more than 141 years.  After being granted university status in 1987, University of the Arts became the largest institution of its kind in the nation, offering programs in design, fine arts, media arts, crafts, music, dance, theater and writing. It now features 30 undergraduate arts majors, 15 graduate programs and the nation’s first PhD program in Creativity. UArts is also home to innovative centers across disciplines, including the Center for Immersive Media, Lightbox Film Center, Philadelphia Art Alliance and Rosenwald-Wolf Gallery. Learn more about UArts.

 

TO APPLY: Interested, qualified applicants should submit letters of application and resumes to the Human Resources Department via email to jobs@uarts.edu. Please ensure job title is in the Subject line.
 

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, The University of the Arts publishes its Annual Safety Report at the following link for your reference:

http://www.uarts.edu/about/campus-crime-fire-reports

 

THE UNIVERSITY OF THE ARTS IS AN EQUAL OPPORTUNITY EMPLOYER

Title IX Statement: The University of the Arts prohibits discrimination on the basis of sex in its programs and activities, including admission and employment, in accordance with Title IX of the Education Amendments of 1972. The Director for Title IX, Equity, & Compliance is responsible for overseeing compliance with Title IX and other civil rights laws and regulations. To contact the Director for Title IX, Equity, & Compliance, e-mail titleix@uarts.edu, visit The University of the Arts, 320 S. Broad St., Philadelphia, Pa. 19102, or call 215-717-6362. To learn more about the University's Title IX policy and response to sex discrimination, including sexual harassment and sexual violence, please visit www.uarts.edu/titleix. Inquiries may also be directed to the Federal agency responsible for enforcing Title IX, the U.S. Department of Education Office for Civil Rights.

 

 

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