Butler University - Doctor of Medical Science (DMS) programs · 8 hours ago
Administrative Specialist - Online Program Support, CCOM
770 W Hampton Dr, Indianapolis, IN, 46208, US
Full-time
Onsite
Entry, Mid Level
2+ years expButler University is a private, nationally recognized comprehensive university. The Administrative Specialist provides administrative support for CCOM online programs, partnering closely with various university units and assisting with course scheduling, budget monitoring, and student academic affairs.
Higher Education
Responsibilities
Apprise students of upcoming events, opportunities, deadlines; update student email distribution lists
Provide administrative support to Program Director, such as scheduling meetings, making travel reservations, submitting expense reports, and attending meetings
Enter program course schedules each term and collect course syllabi
Prepare and draft full- and part-time faculty contracts, appointment letters, Kuali forms, and part-time faculty appointment forms. Process onboarding process for new faculty. Maintain confidential faculty and staff personnel files
Track and process full- and part-time faculty salary payments, as well as course design and build payments
Manage, monitor, track and make recommendations regarding annual operating budget. Act as liaison with academic budget director for semi-annual review. Process requisitions, purchase orders, and journal vouchers. Provide Program Director with monthly budget overview
Assist Program Director with student academic affairs, including enrollment and advising issues, and permission/course waivers, etc., as well as general administrative support
In concert with Program Director, maintain student files and curricular documents
Assist Program Director with Peer Evaluation tracking and Class Climate reports
Support faculty searches, manage visit schedules for candidates
Manage office files, equipment, and supplies as needed
Assist the Dean’s office staff with other duties as assigned by the CCOM Dean’s Assistant
Apprise students of upcoming events, opportunities, deadlines; update student email distribution lists
Provide administrative support to Program Director, such as scheduling meetings, making travel reservations, submitting expense reports, and attending meetings
Enter program course schedules each term and collect course syllabi
Prepare and draft full- and part-time faculty contracts, appointment letters, Kuali forms, and part-time faculty appointment forms. Process onboarding process for new faculty. Maintain confidential faculty and staff personnel files
Track and process full- and part-time faculty salary payments, as well as course design and build payments
Manage, monitor, track and make recommendations regarding annual operating budget. Act as liaison with academic budget director for semi-annual review. Process requisitions, purchase orders, and journal vouchers. Provide Program Director with monthly budget overview
Assist Program Director with federal grant tracking and reporting; monitor grant distribution ensuring program is functioning within grant requirements
Support grant scholars by managing documentation, tracking program requirements, and coordinating travel and stipend reimbursements in alignment with grant guidelines
Assist Program Director with student academic affairs, including enrollment and advising issues, and permission/course waivers, etc., as well as general administrative support
In concert with Program Director, maintain student files and curricular documents
Assist Program Director with Peer Evaluation tracking and Class Climate reports
Support faculty searches, manage visit schedules for candidates
Manage office files, equipment, and supplies as needed
Assist the Dean’s office staff with other duties as assigned by the CCOM Dean’s Assistant
Execute with proficiency assignments utilizing BU software (including PeopleSoft, Oracle, Canvas, Slate and other platforms as they are introduced), Microsoft Office (Word, Excel, Outlook-including Calendar options for scheduling appointments) and Microsoft Teams
Manage day-to-day tasks such as copying/scanning, mailing, filing, assisting faculty, making room reservations, ordering refreshments, and setting-up and tearing down for events as needed
Participate in a positive manner in the daily performance of duties in which an environment of respect and cooperation is fostered and demonstrated
Demonstrate commitment to equal opportunity in creating a sense of support and welcome
Other duties as assigned
Qualification
Required
Associate degree
Work Experience: 5+ years' experience, if holding a BA 2+ years' experience
Proficient computer skills, including Microsoft Office
Strong verbal and written communication skills
Budget monitoring and accounting skills
Self-motivated and resourceful
Calendar scheduling
Booking travel and itinerary generation
Highly organized and detail-oriented
Able to effectively complete work on time with minimal supervision
Creative problem solving and adaptability
Preferred
Bachelor's degree
Federal grant monitoring and compliance
Skillful time management
Experience working in higher education
Benefits
20 days of paid time off (vacation and PTO days) per Fiscal year
8 Paid Holidays
In addition, a paid Winter Break between Christmas Eve and New Year’s Day
Paid Parental Leave (after 1 year of full-time employment)
Comprehensive medical, dental, and vision plans including disability and life insurance programs
10% employer contribution after 1 year of full-time employment
Remission of tuition for classes taken at Butler for employees, spouses, and dependent children.
Eligibility after 9 months of full-time employment
Employees & spouses- undergraduate/graduate degrees
Dependents (under age 26)- undergraduate degree
Covers tuition only
Tuition Exchange Program for Dependents at participating institutions
Access to Butler’s on-site fitness facility and libraries for full-time staff and faculty
LinkedIn Learning Courses
Free premium subscription to the Calm App
Free subscription to the WSJ, The Economist, and NYT
Discount at the College Bookstore
Discount on select Athletic and Arts/Events Center Performances
Company
Butler University - Doctor of Medical Science (DMS) programs
Butler’s Doctor of Medical Science (DMS) programs—offered as a full 50-hour degree program, 12-hour graduate certificates, or an accelerated pathway for new PA grads—gives students the skills and the confidence to be leaders in healthcare.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase