Academic Systems Specialist

Shift:

Part-Time | Limited Term Employment through June 30, 2023
Flexibility required to include day/evening/weekend hours, based upon the needs of the college

Location:

Lakeshore Technical College – Cleveland, Wisconsin

Position Overview:

Responsible and accountable for managing LTC’s scheduling process. Ensure the accuracy and integrity of LTC’s courses, curricula, and program information, meeting the State and College requirements. Coordinate Instructional Leadership Team updates of course catalog, program information, program modification and communication. Provide high-level customer service to internal and external customers; develop and maintain strong working relationships and works directly with all staff on scheduling and course catalog/curriculum processes, within LTC, the WILM Consortium, and WTCS Instructional Services staff. Perform tasks without direct supervision and maintain high level of confidentiality. Provide an exceptional customer service experience to both internal and external customers throughout every interaction.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Job Responsibilities:

(40%) Course Catalog and Curriculum 
•    Manage course catalog/curriculum submission process of records to Wisconsin Technical College System office. 
•    Manage processes and procedures, troubleshoot problems, and serve as resource person to Instructional Deans. 
•    Accountable for state approvals for courses and curriculums.
•    Validate course credit and hour configurations. 
•    Validate Degree requirements to ensure accuracy and compliance to State guidelines for all program levels for state approval. Confer with VP of Instruction as needed.
•    Monitor, interpret and analyze state reports to ensure compliance with State reporting requirements. 
•    Resolve problems/errors on course, curriculum, and client edit reports. 
•    Ensure that state and district course catalog and curriculum submission policies and processes are followed. 
•    Direct and monitor business process changes, enhancements, and integration of catalog module. 
•    Train appropriate staff in course catalog/curriculum processes (PeopleSoft) and understanding of the course catalog.
•    Serve as LTC liaison with State Educational Directors for course and curriculum approvals.
•    Build and maintain yearly allowable codes, subject table, material fee codes as used in course fees.
•    Calculate and enter course fees, to include tuition, supplemental fees, and material fees for all courses. 
•    Enter special fees for variable class types (i.e., High School Credit classes, Online, Group Dynamics). 
•    Accountable for accurate class fees on all class offerings and course catalog. 
•    Oversee LTC’s Curriculum and Program Information processes, timelines, and responsibilities to ensure deadlines are met for inclusion in the college catalog. Perform troubleshooting activities as needed.
•    Facilitate accurate implementation of all admission and enrollment checklists and course prerequisites and communication to stakeholders.
•    Collaborate with Assistant to VP of Instruction on curriculum modifications, new programs, program suspensions and discontinuances, and unplanned program changes.
•    Serve as a member of the Data Governance team and other teams as requested.

(30%) Academic Advisement
•    Collaborate with LTC team and WILM partners to fully utilize the Academic Advisement module.
•    Build and maintain Academic Advisement for all LTC programs.
•    Collaborate with LTC Academic Advisement team to:  
­         - fully integrate into current and future business processes and practices.
­         - investigate enhanced features of the module.
­         - ensure accuracy of the data.
      ­   - improve processes to facilitate streamlined graduation processing.
­         - develop and run queries to assist degree audits and to evaluate student degree progress.

(30%) Institutional Scheduling
•    Develop and manage the Institutional Scheduling process, including developing new processes, procedures, and forms. 
•    Manage LTC Scheduling procedures and revise, as necessary. Communicate with stakeholders and adhere to compliance standards.
•    Analyze, design, develop, implement, test, prototype, document, and maintain the college’s scheduling module.
•    Investigate and problem-solve scheduling conflicts within and between divisions by identifying, analyzing, and developing solutions to problems. 
•    Train existing and new staff PeopleSoft scheduling, to include utilizing the course catalog and other scheduling-related features and navigations. 
•    Train and deliver ongoing leadership, expertise, and support to division assistants in scheduling, course and curriculum process/procedures, and workload.
•    Responsible for scheduling-related processes in PeopleSoft, including class notes, facility ids, course attributes, class associations, instruction modes, location codes, and academic holiday schedule.
•    Develop complex scheduling processes to include ALP, FastTrack, Multiple Measures, CBE initiatives.
•    Collaborate on bookstore processes and issues.
•    Complete and communicate PeopleSoft upgrades, patches and fixes, and other changes.
•    Oversee scheduling timeline; troubleshoot technology, processes, and procedures. 
•    Ensure that district scheduling policies are followed. 
•    Establish and lead monthly Division Specialists’ meetings. 
•    Work with student records, registration, student financials, financial aid, Student Administrative Systems/Business Analyst; and with Financial Services staff regarding fees, grants, and service agreements.
•    Direct and facilitate business process changes, enhancements, and integration of scheduling procedures. 
•    Responsible for all additional class fees and fee overrides on grant and service agreement classes.
•    Ensure fee process runs accurately, including the automated online fee process. 
•    Responsible for set-up and monitoring of Dynamic Dating overnight processes for LTC.
•    Facilitate college room reservations for instruction, prepare weekly room utilization reports, and provide support to staff in room management.
•    Update content of the Scheduling page on The Bridge.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Keep up-to-date on information regarding trends, issues and future outlook(s) related to, or that may have an effect on communications, computer technology (particularly PeopleSoft), and problem solving.

Education, Experience and/or Certificates, Licenses, Registration:

Associate’s degree or equivalent with two to three years of recent related occupational experience required.

Note: If educational/certification requirements are not met, candidates may be considered, however the expectation would be that they be met within 5 years of employment.

Other Skills and Abilities:

Knowledge of Administrative Systems Software; ability to work independently and make decisions based on outcomes. Ability to understand and influence others to achieve results. Ability to work in a constantly changing environment. Ability to maintain knowledge base of Administrative Systems software. Design and develop reports utilizing PeopleSoft programming and reporting tools (Crystal and Query).

Organizational, planning, and time management skills; verbal and written communication skills; analytical skills and abilities; computer technology skills and abilities; problem solving and decision-making skills; ability to plan and set goals and follow-through to completion; ability to maintain effective working relationships with students, staff, WILM Consortium members, and the public; ability to work without direct supervision and maintain confidentiality.

Computer, human relations, problem solving, written and oral communication, customer service, speaking skills, team/meeting management, facilitation skills, and keyboarding skills at 45 words per minute. Use of the Internet and printer in utilizing state files in both submission of information and transferring from State files to LTC Network. Present and conduct self in a professional, ethical, and respectful manner. Exemplify college values in all staff and student interactions, as well as services delivered. Ability to establish and maintain effective working relationships and relate successfully with staff, students, and people of diverse cultural, social, or educational backgrounds. An individual fluent in more than language is beneficial. 

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Ability to read, analyze, and interpret common technical journals and financial reports. Ability to respond to common inquiries or complaints from customers or members of the business community.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to apply advanced mathematical concepts such as exponents and logarithms. Ability to apply mathematical operations to such tasks as frequency distribution, determination of test reliability, and validity, analysis of variance, correlation techniques, sampling theory, and factory analysis (Query development and processing).

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with a variety of abstract and concrete variables. Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems. Ability to deal with nonverbal symbolism (formulas, etc.). Ability to deal with a variety of abstract and concrete variables.

Beginner Level Skills: Be familiar with basic hardware; create a simple text document in MS Word; use and maintain voice mail; use file manager; use network file manager; use and maintain a personal calendar; navigate through Windows; access college network systems; understand database concepts; send and receive attachments; access a bulletin board; navigate through the Internet; schedule meetings; use email to communicate.

Intermediate Level Skills: Use and maintain listservs; subscribe and unsubscribe to external listservs; set-up and use a laptop and printer; develop materials using presentation software; manage Access databases; create reports on Word; use PowerPoint or similar presentation technology; manage Word files; create a basic spreadsheet; use database queries; use scanning techniques equipment; create simple charts and graphs; use video conferencing; access and use Project Management systems.

Advanced Level Skills: Use multimedia presentation technology (software and hardware); use spreadsheet graphics; download and manage applications and files. Technology needed/used: flowchart software, Microsoft Project 98, ShowCase Query (Strategy 2.5) and Data Warehousing software systems and interpret data, PeopleSoft, PeopleSoft Query and Crystal reports. Use of Internet and Zip Files.

Physical Demands/Work Environment:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to stand, walk, sit, and talk or hear. The employee frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is usually moderate. Employee must be able to work with frequent interruptions.

The above duties describe the chief functions of the job and are not to be considered a detailed description of every duty of the job.

Comment:  The position requires occasional evening and Saturday hours.

Condition of Employment:

• Employment conditional on completion of a Background Information Disclosure (BID) with the results acceptable to the College.

Date Updated: 06/29/2022