Undergraduate Course Administrator

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

120 Trustee Rd, Rochester, New York, United States of America, 14627

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

210510 Biology

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.78 - $30.53

Responsibilities:

Under the day-to-day supervision of the UPBM Administrator & Curriculum Advisor, and with some latitude for independent decision-making, manages all undergraduate courses for the Department of Biology. Interfaces directly with faculty and staff, students and visitors. Helps to create and maintain the standard of customer service in the department. Works directly with central university services such as the Registrar, Event & Classroom Management, IT, Communications and others to negotiate terms for each class and professor’s needs. Acts as a higher-level, primary authority for faculty and students, communicating policy, requirements, and advising those with particular and unique requests. Handles a wide variety of situations, which often necessitate obtaining accurate information from the administration, understanding all course and HR terminology, and knowledge of specific and unusual guidelines. Consults with instructors on various aspects of course administration, provides support for the current semester, and works with faculty to plan logistics for the next.

ESSENTIAL FUNCTIONS

Course Administration and Enrollment Management – 25%

• Utilizing the UR Student/Workday course management system, maintains over 100 lecture, labs, workshops and recitations sections each semester (fall, spring, summer). Uses past enrollments and timeslots as a guide, while also accommodating last minute adjustments as needed.  Works directly with the Registrar and Event & Classroom Management to make sure each assigned room is appropriate for the class size and format.  With some latitude, makes decisions on behalf of the professor and negotiates changes and specific situational needs; works to secure appropriate projectors, recorders, etc.  Keeps abreast of all policies and procedures, course-scheduling practices, standard University timeslots, and the online registration process. As needed, utilizes the Virtual Event Management System (VEMS) to reserve additional spaces for meetings, review sessions, and other course needs.
• Works with faculty to strategize registration processes that will ensure equitable enrollments in labs, workshops, and recitations.  Routinely contacts instructors to develop a plan for each class in advance of registration and makes necessary adjustments to the Course Schedule Working Report and sections on UR Student.  Monitors room capacities during open enrollment periods, fields student requests and inquiries, maintains waitlists, opens new class sections as needed, cancels low-enrolled sections, and redirects/redistributes students as necessary.  May also create student sign-up protocols for any classes that students are unable to register online for.  Locates student records in the system (UR Student) and checks prerequisites as directed.  Keeps up to date with online registration processes and assists instructors with managing special course enrollment forms as needed.

Course Support – 20%

• Works with faculty and head TAs to develop efficient system(s) to collect grades from approximately 70 TAs weekly.  Works with faculty to manage grading schemes for attendance, participation, quizzes, and assignments, particularly in high-enrollment courses.  Follows university policies on secure grade collection.  Assists with monitoring and syncing grades with Blackboard.  Reviews the system for missing grades and follows up with TAs for submission.  Works with Academic Records personnel to complete appropriate grade-change paperwork.  As needed, assists faculty with checking all final semester grades for mistakes and inconsistencies.  Directs students and faculty to required paperwork for “incomplete” grades and other exceptional grade reporting.
• Schedules rooms for review sessions and exams, and hires proctors as needed.  Arranges special accommodations for students with time conflicts and works with the Office of Disability Resources to support students with special needs.  Fields questions about make-up exam policies and schedules make-ups as needed.  As needed, assists faculty with scanning exams, tabulating test scores, uploading exams to Blackboard, collecting re-grade requests, resolving grade conflicts, and handing back exams.  Consistently stays informed about university policies on academic honesty and confidentiality and advises faculty accordingly.  Sends reminders to faculty regarding academic honesty policies and/or changes. 

Liaison to Registrar – 15%

• Works with the Registrar to collect information from faculty to update online registration, course descriptions, grade reporting, and exam and classroom schedules.  Identifies Registrar’s deadlines and works with faculty to meet them.  Uses the UR Student and the Virtual Events Management System (VEMS).  Provides students with forms and instructions about withdrawing from courses and pass/fail parameters.   Drafts and submits course descriptions and maintains accurate records.   Works with each faculty member and the curriculum committee and/or Chair to ensure each course is managed according to department standards and protocol. Maintains records of enrollments, course syllabi, and student records following University policy.

Independent Research – 5%

• Together with UPBM Administrator, assists in managing UPBM Independent Research (395/395W) courses in the fall and spring semesters. Maintains and updates the Independent Research Request form to ensure policies and requirements are up to date, and manages the approval flow to direct the form to the right people. In tandem with the UPBM Administrator, pre-reviews all Independent Research requests to ensure that students are following the correct procedures for their course. Interfaces with the registrar’s office to ensure that students are successfully registered for the 395/395W course once it has been approved by the UPBM. Communicates with students and Primary Investigators (PIs) about deadlines for submissions and grades. Works with the Blackboard team to build an Independent Research course for UPBM majors to submit their final reports to.

Transfer Credit – 5%

• Assists UPBM Administrator and the department faculty evaluator with facilitating transfer credit requests. Assists in maintaining records of previously approved courses, and providing students with approval forms to submit to the college for transfer.

TA Coordination, Hiring, & Support – 5%

• As needed, assists the Personnel & Event Manager (PEM) to recruit, hire, and schedule teaching assistants (TAs) for over 100 workshops, labs, and recitations. Advertises TA positions, collects applicant data, schedules interviews, and coordinates the TA schedules.  When necessary, assists PEM in processing employment forms, and maintains records of all expenses and budgets. Together, with UPBM Administrator, develops an adjunct teaching budget for the next fiscal year based on course demands for the last year. Communicates undergraduate teaching budgets with faculty during the TA hiring period.

Student Employment – 5%

• As needed, assists the PEM with student employment, including creating, editing, and maintaining job listings in line with Student Employment Office (SEO) policies and procedures; processing hiring requests; approving time for biweekly hourly and semimonthly student employees; communicating with PIs and lab managers; processing additional payment forms; resolving student employment concerns and questions.

Event and Graduation Coordination - 5%

• As needed, and together with the UPBM Administrator and other departments/offices on campus, coordinates and facilitates student events for the UPBM Office, including welcome weekend, the fall research poster session, student employment events, and informational sessions, and graduation. Rarely, may be asked to work evenings and/or weekends.

Classroom & Blackboard Support – 5%

• As needed, reserves appropriate rooms for other class or non-class related activities including exam reviews, TA meetings, student group meetings and functions, and interviews.  Reports equipment malfunctions and special audio-visual needs to Event & Classroom Management and facilitates requests for video-recording.  Keeps up-to-date information on Blackboard and Panopto and informs faculty of changes as needed.  Stays current with new classroom technology developments and assists faculty accordingly.  Serves as the primary authority on Blackboard and assists faculty with posting syllabi, reading materials, quizzes, assignments, etc and maintains access privileges as needed.
• After a focused training period, position is expected to evolve into broader capacity and assistance to other departments over time.

Course Management for SAS – 10%

• Serves as STEM liaison; oversees changes, strategic plans, and directs STEM departments as necessary.
• Coordinates monthly/bi-monthly meetings with STEM departments to discuss upcoming changes and to coordinate response and action items.
• Mediates course concerns among STEM departments and mitigates conflicts and challenges as appropriate.
• Sets standards for STEM departments and assists in creating policy and procedure.
• Maintains up-to-the-minute information on changing policies, procedures, and strategies and acts as a resource for other STEM departments, by both delegating and making changes directly as appropriate.
• Reviews courses with low enrollment and assists STEM departments with the process of combining smaller recitations and workshops for optimal use of classroom spaces.
• Analyzes STEM course planning to avoid scheduling conflicts and to support pre-med and pre-health goals.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 1 year of relevant experience required
• Or equivalent combination of education and experience
• Advising experience and program management in higher education preferred
• Experience with student information systems preferred

KNOWLEDGE, SKILLS AND ABILITIES

• Leadership and excellent organizational skills required
• Close attention to detail required
• Excellent communication and interpersonal skills preferred
• Skilled with Microsoft Office software, including Outlook, Word, Excel and PowerPoint, preferred
• Proficient in database management and reporting software preferred
• Must be familiar and comfortable working on a Macintosh computer preferred. 
• Must also be proficient with Blackboard course applications, and various web interfaces and systems preferred.
• Ideal candidate will have strong computer skills and a drive to improve his/her skillset with the changing needs of the department preferred.
• Must have a high aptitude for problem-solving and communication, the ability to take proactive action, and enthusiasm for nurturing connections with other colleagues on campus preferred.
• Position is customer-service driven with a high volume of requests from faculty and students.
• Must be able to prioritize tasks and work well with a multitude of personalities preferred.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.