Program Manager, Academic Personnel

Administrative Operations Specialist 3

Under general supervision by the Associate Dean of Faculty, this position will assist in advancing academic personnel processes as well as strategic initiatives for The College of Liberal Arts and Sciences through work with the Associate Dean of Faculty and the Assistant Dean of Career-Track Faculty.

Salary Range: $65,000 - $75,000 per year; DOE

Essential Duties:

• Provide dedicated administrative support to the Associate Dean of Faculty and the Assistant Dean of Career-Track Faculty, including coordination of the Associate and Assistant Deans' Outlook calendars, travel arrangements, and materials for meetings and presentations; where appropriate, exercise judgement and authority in managing the Associate and Assistant Deans' time and priorities
• Prepares for and coordinates all events for the Associate Dean of Faculty, the Assistant Dean of Career-Track Faculty, and the Office of Academic Personnel, including:
• Arranging and managing equipment and technology before and throughout the meeting
• Compiling and maintaining RSVP lists
• Sending email notifications, reminders, and calendar invitations
• Placing catering orders and organizing deliveries
• Preparing all necessary paperwork related to the meetings/events in accordance with University policies and procedures
• Creating and/or editing PowerPoint slides or other materials as needed
• Compiles, prepares, and maintains background material related to meetings and events
• Assist with college-level administration of all faculty/academic personnel reviews including, but not limited to, promotion and tenure, probationary review, multi-year renewal, career-track promotion, annual evaluations, and sabbaticals
• Coordinates and provides administrative support as appropriate for the Dean's Faculty Advisory Committee, the Dean's Academic Professional Advisory Committee, the Committee on Committees, the Committee on Quality of Instruction, The College Senate, and other college/university committees as assigned
• Manages The College committee election process including correspondence with the units and committee members
• Manages The College chairs and director annual survey and self-evaluation process
• Coordinates submission of bylaws and promotion criteria documents from the academic units to The College and then to the Provost's Office
• Acts as Records Steward for the Office of Academic Personnel
• Builds and maintains productive working relationships with personnel affiliated with academic personnel issues including unit personnel, The College financial team, and The College administrative team
• Provides back-up to other staff in the office
• Processes various financial business forms on behalf of the Associate and Assistant Deans and the Office of Academic Personnel
• Coordinates special assignments and projects as requested (e.g., annual filing projects, updating contact lists, etc.)
• Maintains spreadsheets and databases, and prepares routine reports as needed; independently researches and prioritizes issues
• Coordinates website updates on behalf of the Office of Academic Personnel with The College IT team
• Performs other duties as assigned

Desired

Qualifications:

• Experience using Microsoft Office applications (i.e., Excel, PowerPoint, Word, Outlook) and Adobe Acrobat to create and/or edit PDF documents
• Demonstrated knowledge of principles, practices, and procedures of human resources administration, focused on academic personnel
• Experience maintaining positive working relationships with a range of internal and external stakeholders
• Experience working effectively in team environments subject to tight deadlines and quickly changing priorities
• Experience handling confidential and sensitive information
• Evidence of effective verbal, written, oral, and interpersonal communication skills
• Demonstrated knowledge of exemplary customer service principles through actively listening, acknowledging and responding to every inquiry
• Evidence of effective problem-solving and decision-making skills in a complex organization
• Experience with directly supporting an administrator and managing complex schedules
• Experience in event planning and coordinating a range of events, meetings, and…