Administrative Specialist Academic Operations and Compliance

Administrative Specialist

The College of Pharmacy is seeking a dedicated Administrative Specialist to serve as the manager for academic operations and compliance tracking within the College of Pharmacy. This position manages key student services processes, including student records, reporting, registration, class scheduling, course evaluations, PharmD intern licensing, annual policy acknowledgements, and degree progress monitoring and completion. Working with the Director of Student Services, faculty, program leadership, University offices, and students, this role supports accurate records, timely completion of requirements, and consistent follow-up related to student policies and academic processes.

30% Academic Operations and Class Schedule Management Manage academic operations supporting course delivery, registration, enrollment, curriculum administration, exam scheduling, and class schedule preparation. Maintain course and schedule data in MPathways, including instructor assignments, instructor effort, final exam information, course details, and enrollment blocks. Coordinate registration troubleshooting, student follow-up regarding holds, and professional elective updates.

25% Student Records and Compliance Tracking Manage student records, student data tracking, and compliance tracking processes for College of Pharmacy students. Maintain student information in University and College systems, including WebAdmit, MPathways, electronic student records, and related tracking tools. Monitor completion of annual policy acknowledgements, background checks, PharmD intern licensing and renewal, PDI requirements, professional electives, and other required milestones. Prepare routine and ad hoc reports related to admissions, enrollment, progression, compliance tracking, and licensing.

20% Course Evaluations and Assessment Manage course and teaching evaluation processes for all College of Pharmacy courses and faculty. Schedule evaluations in Blue, coordinate paper evaluations as needed, troubleshoot evaluation processing issues with faculty and the University Registrar's Office, and generate reports using Blue, Scantron, and Excel. Distribute evaluation results to department chairs, course coordinators, faculty, and program leadership to support course improvement, faculty review, curriculum assessment, and required reporting.

15% Degree Progress and Requirement Monitoring Confirm completion of degree requirements (PharmD and BSPS). Review BSPS degree audits and PharmD professional elective audits, track completion of required academic milestones, identify missing or incomplete requirements, and coordinate student follow-up. Work with the Director of Student Services to review and resolve complex progression, compliance, or policy related concerns. Serve as primary contact for students working to resolve degree audit related issues.

10% Student Affairs Operations Support Support student affairs operations, communications, events, and special projects. Respond to registration and student services inquiries, assist with website updates, handbook preparation, student communications, and COP events such as white coat, orientation, and commencement activities.

Required Qualifications* Minimum 2-3 years of progressive professional administrative support experience, preferably within a higher education, academic medical center, or complex organizational environment. Demonstrated experience managing administrative operations, such as academic scheduling, student record management, course evaluation systems, or compliance tracking. Proficient with enterprise student information systems (e.g., PeopleSoft/M-Pathways, WebAdmit, or similar relational databases) and reporting tools (e.g., Business Objects, Qualtrics, Excel). Demonstrated ability to analyze complex data sets, synthesize metrics, and generate clear analytical and ad-hoc operational reports for leadership. Proven track record of exercising independent judgment, discretion, and problem-solving skills to interpret policies and resolve complex operational or compliance issues without direct supervision. Outstanding organizational skills with a proven ability to prioritize competing tasks, manage high-volume workflows, and meet rigid academic deadlines. Excellent written, verbal, and interpersonal communication skills, with a demonstrated history of collaborating effectively with faculty, leadership, staff, and students.

Desired Qualifications* University of Michigan Experience: Knowledge of U-M policies, procedures, and institutional structure, specifically within an academic unit or health science discipline. U-M System Proficiency: Direct operational experience using M-Pathways Student Administration, Blue (Explorance course evaluations), and WebAdmit. Health Sciences / Professional Programs: Experience supporting professional degree programs (e.g., PharmD, MD, Nursing) with familiarity regarding clinical compliance, intern licensing, background check protocols, and accreditation standards. Degree Audit Systems: Prior experience evaluating degree audits, tracking curriculum milestones, and administering course overrides/holds.

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks are performed in compliance with the Fair Credit Reporting Act.

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled any time after the minimum posting period has ended.

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.