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Academic Program Specialist

College of Arts and Sciences

Vacancy Number 300319

Position Type: Regular, full-time non-exempt position with full, competitive benefits package
Opens: 07/11/13     Closes: 07/29/13

Salary: $32,000 - $35,750

The academic program specialist serves as the primary source of administrative support to the Director of Advising and the Assistant Dean for Undergraduate Studies.  The position supports the needs of undergraduate and graduate students as a large number of student questions come to this desk.  This is a critical position for student academic service within the College of Arts and Sciences.  Duties include:

•    Receive, screen and respond to inquiries on the phone and in writing (including email) regarding college programs;
•    Coordinate administrative processes involved in supporting student academic life including recruitment, administration of academic records, mailings related to retention, academic success and the like; participate in and provide support for special events;
•    Provide students and prospective students with sources of general information about the academic programs, program requirements, class schedules, contacting faculty and advisers;  otherwise refer students and others to the appropriate campus offices;
•    Maintain files and provide administrative support on matters related to learning communities and other undergraduate concerns;
•    Assist in preparing and updating class schedules and curriculum materials for the College, in conjunction with the Assistant Dean.
•    Obtain information and data to assist both the Director of Advising and the Assistant Dean;
•    Maintain the calendars of the Director of Advising and the Assistant Dean;
•    Assist with College communications using technology, Web, social networks.

A bachelor’s degree and at least one year of administrative experience are required.  Experience may be considered equivalent to education on a year for year basis.

Also required: knowledge of Microsoft applications (Word, Excel, PowerPoint, and Outlook) and the ability to use a student information system (e.g., PeopleSoft or Banner) for obtaining information.  Demonstrated customer service orientation, strong interpersonal skills and excellent communication skills are also required.

We appreciate your interest in the Academic Program Specialist vacancy.  Please review and print the information below before you visit to apply.

Applicant Instructions: Using Candidate Gateway to View and Apply for UB Vacancies

The Candidate Gateway system serves as your connection to the University of Baltimore’s job application process. It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records. Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process. Only qualified members of UB’s Human Resources team and members of the relevant search committee can access your application information. The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.

Please read and print the information below before you apply, and refer to it as you enter your application.


  • Never use the Internet Explorer “Back” and “Forward” arrows to navigate. You will lose the information you have submitted.
  • To navigate between pages, use the “Next,” “Previous,” and “Return to Previous Page” buttons.
  • Use the “Save” button to save your information so you can return to it later and complete your application. Using “Save” does not complete the process to apply for a job opening.


Before you apply:

Save a single PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.

When you apply:

•In Candidate Gateway: Click “Browse” to access the Word or PDF document you saved with all of your documents.
•Then, click “Upload” to attach it.
•Click “Continue” to continue the application process.


Each page shows this display:
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above and below the required data for the four categories shown above.

Click “Save” to save the data you entered on that page. The message “You have successfully submitted your job application.” confirms only that you entered that page of information into the system. You must click “Next” to continue and complete the entire application process.

1. Current and Prior Employment/Work Experience:

•Enter employment information relevant to your position of interest.
•You can use the first day of the month wherever dates are required.
•After you enter your work experience, click “Save,” then click “Next.”

2. Education/Education History and References:

•Use the dropdown to enter your highest education level.
•Then, only college and university information is required. Click the plus sign to the left of the “Postsecondary Education” link to enter that information.
•For country, enter USA or click the hourglass to select another country.
•You can use the first day of the month wherever dates are required.
•Click the plus sign to the left of "References" to enter two professional references.
•After you enter your education information and references, click “Save,” then click “Next.”

3. How did you find out about us/how did you find out about the job?

•After you enter this information, click “Save,” then click “Next.”

4. Online Questionnaire/Application Questionnaire: There are three questions requiring a yes or no response. After you answer these three questions, click “Submit.” This leads you to the Submit Online Application page.


To apply for your selected job: When you reach the “Submit Online Application” page shown below, you must click “I agree to these terms” and then click the “Submit” button at the end of the screen. After you click “Submit,” then you will see this information at the top of your screen:

My Applications
Thank you for your interest in employment at the University of Baltimore. HR will process your application documents for the search committee’s consideration.
Note: This screen will also show additional information about the selection process and Office of Human Resources contact information.

If you have trouble viewing our job postings or using the Candidate Gateway online resume submission process, please call Human Resources at 410.837.5410 to ask for Candidate Gateway help or e-mail


External applicants: Review the vacancy announcement at and click the external applicant link to apply.

Internal applicants (students taking classes at UB and current employees) with login and password for MyUB: use the internal applicant link, log into My UB, then click the “View or Apply for Job Positions” link on the left.

UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.