Program Coordinator, Academic Advising
Job Description
Position Information
Position Title Program Coordinator, Academic Advising
Position Number
Department Academic Advising
Reports to (Title) Dean for Student Success and Academic Advising
Seated Employee
Employee First Name Employee Last Name
Job Summary
In three to five sentences, please briefly describe the job’s primary purpose to the department.
Job Summary This position provides critical administrative, technical, and logistical support to the programs and staff of the Academic Advising and Student Assistance offices. Facilitates operations of key academic success-oriented programs including the Academic Success Team, Care Team, Salesforce Advisor Link (SAL), academic probation, personal and academic alerts, mid-term assessments, faculty advising, First-Year Tutorial, Partners in Education, Tutoring/Mentoring, Grinnell Science Project, and The Second Grinnell Year programming. The program coordinator and office manager works closely with students, faculty, and staff performing confidential and sensitive tasks, requiring broad knowledge of organizational policies and practices to support students’ success at Grinnell.
Position Summary Information
Select the level of education needed High school diploma or general education degree (GED)
to successfully accomplish the essential duties of this job.
If a specific degree, certification, license, or registration is necessary, please list.
Select the level of experience needed to successfully start the position and accomplish the essential duties of this job.
N/A
Three years or more
Preferred Qualifications Excellent customer service skills; ability to communicate well with faculty and college
administrators both verbally and in writing
Advanced working knowledge of Microsoft Office applications
Excellent attention to detail and strong organization skills; experience successfully managing multiple projects simultaneously; ability to make decisions regarding
expenditures and scheduling. Demonstrated ability to prioritize an ever-shifting workload and demands of various constituents both on- and off-campus.
Ability to learn about programs and projects quickly, by analyzing, synthesizing, and putting plans into action.
Demonstrated ability to maintain confidentiality of extremely sensitive information.
Desire to work with students and their families; demonstrated commitment to undergraduate, liberal arts education; to an environment of diversity and inclusion; and to the mission, values, and vision of the Academic Advising.
Associate or Bachelors’ degree preferred
Prior experience working in an Administrative Assistant role preferred Web editing experience preferred
FLSA Category Non-Exempt
Staff/Faculty Staff
Employment Status Full-Time
Employment Category Regular
Essential Staff (emergency No
situations)?
On-Call? No
Essential Responsibilities
List the job’s most important responsibilities. There are probably no more than six of these. Also indicate the approximate percent of time spent on each job function. (Note: Do not record how the job responsibilities are carried out.)
Essential Responsibility percentage of time needs to equal 100%
Responsibility Organize and facilitate the implementation of projects and programs including composing, reviewing, revising and creating documents and correspondence; revising and developing webpages; and develop utility of the Salesforce Advisor Link (SAL) student success application.
Percentage Of Time 35
Responsibility Receive and refer concerns about students, in-person and via technology: review and
refer concerns about students, both academic and personal, from faculty, staff, and other students; review and reply to [advising] emails; review Academic and Personal Alerts; direct students faculty and staff to appropriate resources, maintaining privacy and dignity for all parties.
Percentage Of Time 25
Responsibility Provide administrative support for the staff in Academic Advising: manage calendars and
schedule appointments. Answer phone and receive students and visitors upon arrival.
Percentage Of Time 20
Responsibility Establish and maintain confidential files, both paper and electronic.
Percentage Of Time 5
Responsibility Monitor and assist in administering budgets, financial documents (including credit cards), purchases, and student payroll.
Percentage Of Time 5
Responsibility Attend meetings, activities, projects, and professional development opportunities, and
complete additional duties as commensurate with role.
Percentage Of Time 10
General Responsibilities
General Responsibilities (1) Maintain regular attendance in accordance with department policy.
Comply with all safety policies, practices and procedures. Report all unsafe activities to supervisor and/or Human Resources.
Understand and comply with the policies of the College Staff Handbook.
Demonstrate commitment to customer service. Establish effective relationships with internal and external customers and respond to their needs.
Perform duties as a team member in a manner supportive of department and College procedures, policies and goals.
Protect confidentiality of College information.
Provide leadership to others through example and sharing of knowledge/skill.
Communicate with others in a courteous and helpful manner.
May be asked to fill positions considered essential during weather emergencies or other events requiring special staffing.
Supervisory Responsibilities
Does this job have supervisory responsibilities?
If yes, then check all that are supervised by this position.
Perform other duties as assigned.
No
Supervise Student Staff No
If you supervise student staff, enter approximately how many and the total hours? (e.g., 2 students/XX hours)
Supervise Non-Exempt Staff No
If you supervise non-exempt staff please enter the number.
Supervise Exempt Staff No
If you supervise exempt staff please enter the number.
Select the level of supervision that this position provides.
Supervision Received
Select the level of supervision that this position receives from their supervisor.
General supervision: routine duties are performed with minimal supervision; standard practices or procedures allow me to proceed alone at routine work; occasional check of work while in progress; work is reviewed upon completion.
Computer Operations
Please check one of the following Proficient personal computer skills including electronic mail, record keeping, routine
database activity, word processing, spreadsheet, graphics, etc.
Travel
Please check one of the following No travel required.
Essential Function Analysis
Accurate identification of essential and marginal functions and the time required is important for making a variety of personnel decisions, including recruitment, hiring, performance evaluation, discipline, training and accommodation. The analysis explains the components of the job by identifying who, what, why, how much, and when.
Essential functions are those functions that individual must be able to perform either unaided or with the assistance of a reasonable accommodation. A job function may be considered essential if it meets one of the following criteria:
the position exists for performance of the function;
a limited number of employees can perform the function, and it, therefore cannot be reassigned; the function is specialized and requires certain expertise to perform it.
Many jobs will also have marginal functions. Marginal functions are those that may be performed by the position but are not tasks critical to job success, can be completed in a number of ways by a variety of people, and are not the primary functions for which the position exists.
Mental/Cognitive Requirements
How much on-the-job time is spent in the following mental/cognitive activities? Show the amount of time by checking the appropriate boxes below.
Analyzing information or data Over 2/3
Essential or Marginal? Essential
Effective communication skills Over 2/3
Essential or Marginal? Essential
Composing & comprehending communication materials
Over 2/3
Essential or Marginal? Essential
Establishing effective interpersonal relationships
Over 2/3
Essential or Marginal? Essential
Adjusting to changes (work load, environment, department structure, etc.)
1/3 to 2/3
Essential or Marginal? Essential
Using logic to define problems, collect information, establish facts, draw valid conclusions, etc
Over 2/3
Essential or Marginal? Essential
Making decisions of moderate to substantial consequence
1/3 to 2/3
Essential or Marginal? Essential
Performing mathematical calculations
Under 1/3
Essential or Marginal? Marginal
Editing reports or technical materialsUnder 1/3
Essential or Marginal? Marginal
Planning and organizing (work load, schedules, events, etc.)
Over 2/3
Essential or Marginal? Essential
Handle stressful, emotional and/or frustrating situations
Under 1/3
Essential or Marginal? Marginal
Working with numerous distractions Over 2/3
Essential or Marginal? Essential
Working under a time pressure and within timelines/deadlines
Over 2/3
Essential or Marginal? Essential
Coordinating work with others Over 2/3
Essential or Marginal? Essential
Handling multiple assignments and priorities
Over 2/3
Essential or Marginal? Essential
Completing work in an accurate manner
Over 2/3
Essential or Marginal? Essential
Concentrating - maintaining attention to details and task
Over 2/3
Essential or Marginal? Essential
Memory functions (remembering names, details and procedures)
Over 2/3
Essential or Marginal? Essential
Physical Requirements
How much on-the-job time is spent in the following physical activities? Show the amount of time by checking the appropriate boxes below.
Remaining in a stationary position 1/3 to 2/3 Traverse/move locations Under 1/3 Ascend or descend between floors Under 1/3 Reach with hands and arms 1/3 to 2/3
Ascend or descend ladder None
Position self to access small or restricted spaces
Communicate or exchange information
Under 1/3 Over 2/3
Detect specific flavors or odors Under 1/3
_
Does this job require that weight be moved or force be exerted? If so, how much and how often? Check the appropriate boxes below.
Weight lifted or force exerted: up to 10 pounds (with or without assisted device)
Weight lifted or force exerted: up to 25 pounds (with or without assisted device)
Weight lifted or force exerted: up to 50 pounds (with or without assisted device)
Weight lifted or force exerted: up to 100 pounds (with or without assisted device)
Weight lifted or force exerted: more than 100 pounds (with or without assisted device)
Under 1/3
None
None
None
None
Please check one of the following Light physical activity performing non-strenuous daily activities.
Does this job have any essential vision requirements? Check all that apply.
Close vision (clear vision at 20 inches or less), Color vision (ability to identify and distinguish colors)
Work Environment
How much exposure to the following environmental conditions does this job require? Show the amount of time by checking the appropriate boxes below.
Wet or humid conditions (non- weather)
None
Extreme cold (non-weather) None
Extreme heat (non-weather) None
Outdoor weather conditions None Work near moving mechanical parts None Work in high, precarious places None
Air Contamination (i.e., dust, fume, smoke, toxic conditions, disagreeable odors)
None
Toxic or caustic chemicals None
Work with explosives None
Risk of electrical shock None
Vibration (i.e. operating jackhammer, None
impact wrench)
Risk of radiation None
Confined Spaces None
Well-lighted, heated and/or air-conditioned indoor setting with adequate ventilation.
Please check one or more of the following locations where this job would work
How much noise is typical for the work environment of this job? Check the appropriate level below.
Moderate noise (examples: business office with computers and printers, light traffic)
Additional Information
Include any other physical, mental orRegular interruptions by walk-in traffic, email/other electronic, fax, and telephone.
environmental information that will aid in the preparation of an accurate description of this job.
Position Documents
No documents have been attached.