Administrative Assistant for Academic Affairs
Assist
Students with registration on Banner.
Accommodate
students when the department cancels or changes courses.
Resolve
problems with registration by contacting the Registrar’s Office.
Remove
level restrictions on Banner for MS students admitted with conditions.
Distribute
various forms to faculty and students, process completed forms and route.
Maintain a
supply of forms for the department.
Maintain
departmental files for Course Syllabi, Enrollment Data, etc.
Check
admission status and register students in summer program for high school
teachers.
Prepare
undergraduate student data enrollment reports and statistics.
Submit list
of courses to be surveyed to Office of Institutional Effectiveness (OIE).
Label
Faculty Information forms, distribute to instructors to fill out and collect
them back.
Prepare and
distribute survey packets for each course to be surveyed.
Coordinate
with faculty and students to administer the surveys.
Collect
completed Idea Surveys and forward to OIE.
Receive
student teaching evaluations and distribute to instructors.
Process
Advertisement and Recruitment Plan and forward for approval.
Send Ad out
to all colleges on the minority college mailing list.
Send Ad out
to all people on the minority and women doctoral directory.
Read each
application to ensure that all the required information is present.
E-mail
candidates if any information is missing.
Prepare a
file for each application received.
Enter all
information on Microsoft Excel.
Prepare an
applicant pool form on Microsoft Word and document the file.
Send out
acknowledgment letters along with an applicant confidential data form.
Route
pool forms and short lists.
Prepare
packets with information materials about UTSA and
Prepare
interview schedules and email candidates a copy when complete.
Distribute
candidates’ interview schedules and resumes to faculty.
Schedule
rooms and prepare and distribute seminar announcements to faculty and students.
Set up
conference room with refreshments for the interview reception with each
candidate.
Send out
faculty search closed letters.
Prepare
recruitment package for each new faculty.
Process and
track Background Checks for new faculty.
Prepare
H1-B visa and green card paperwork for each new international faculty member.
Prepare
applicant files and review forms and route.
Track
applicant files during review process and assign advisors.
Answer questions
regarding admission requirements and application status.
Maintain
and organize MS student files and monitor enrollment each semester.
Create MS
student petitions and route for approval.
Prepare
memos verifying student status.
Assist
students with presentation and graduation requirements and prepare forms.
Prepare and
distribute student presentation announcements.
Prepare
Master student data reports and statistics.
Maintain
website with Master’s program forms
Collect
potential Ph.D. students’ documents.
Prepare
Graduate Admission forms for each application received.
Calculate
GPA for domestic applicants.
Collect
application fees and send to
Notify
prospective students who are missing documents.
Prepare
file and enter Ph.D. student’s information on various screens on Banner.
Prepare Ph.D.
Admission Report Admission Data and route to Ph.D. committee.
Answer
questions regarding admission requirements and application status.
Prepare
acceptance or rejection memos and route.
Make copies
of files and send originals to
Prepare
financial assistance letters for students who qualified.
Maintain
and organize Ph.D. student files and monitor enrollment each semester.
Create Ph.D.
student petitions and route for approval.
Keep track
of students’ progress and notify them when they need to fill out new forms.
Send
appropriate forms when complete and ready to be signed to
Prepare and
distribute proposal defense and dissertation defense announcements.
Prepare
Ph.D. student data reports and statistics.
Maintain
website with Ph.D. program forms
Prepare a
list of high school contacts as specified by Program Administrator each year.
Process the
correspondence, questionnaires and memos for the Program Administrator.
Manage the
mail out of flyers to high schools announcing the Teachers Program.
Receive and
review applications to ensure that all the required information is present.
Assist applicants
with questions regarding the program and
Register
students for the program.
Prepare
data reports as requested by the Program Administrator.
Maintain
the data base with all high school contacts, former students and applicants.
Last revised: Date