Academic Affairs Specialist / Administrator

Position Summary

Provides administrative oversight of Academic Affairs operations under the direction of the Associate Dean of Academic Affairs, provides professional and confidential administrative support for the Associate Dean of Academic Affairs, assists with budgetary and operational oversight of Academic Affairs and Library Services, and fosters collaborative leadership for administrative support personnel in the division of Academic Affairs. Serves as the initial point of contact for both internal and external constituencies.

Responsibilities

Directs administrative operations for the Noorda-COM Academic Affairs Division

• Reports to the Associate Dean of Academic Affairs and provides him/her with support for confidential records and files (e.g. student outcomes, strategic planning, accreditation, annual reporting) utilizing a variety of database tools (e.g. Excel, Progress IQ, Smartsheet). 
• Meets regularly with the Associate Dean to discuss operations and tasks preparing appointment briefing and background materials ensuring materials are provided in a timely manner for review. 
• Administers the day-to-day management of Academic Affairs operations (facilitating meetings, ensuring adherence to college policies, practices and protocols, preparation of annual reports and all other reporting requirements)
• Supervises the development of process instructions and flow guides and ensures all administrative support personnel have access to all tools and resources required to implement current processes; researches and implements new processes that will be beneficial to the department; ensures all administrative support personnel are familiar with and trained in all software that is used in the division
• Assists with and serves as a resource for problem resolution (trouble-shooting problems, changing duties as demands dictate, delegating and /or re-distributing tasks/projects due to volume or extenuating circumstances, administering “due process” protocols, crisis management, etc.)
• Works collaboratively as administrative liaison between Academic Affairs and College departments (division administrators, department chairs, committee chairs, and representatives) assisting in providing high-level responsive services.  
• Tactfully works with a variety of constituents including; students, faculty, administrators, professional organizations, and community partners.
• Facilitates Academic Affairs’ calendar to schedule appointments, engagements; conferences and meetings (arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.). 
• Manages proctors for tests, ensure needed testing supplies are in stock, and coordinates with Assessment and Facilities on exam security.
• Contributes to the team effort of Academic Affairs by performing other duties as needed and assigned
  
  

Budget And Fiscal Responsibilities

• Assists with developing Academic Affairs and Library Services budget recommendations for approval and assumes fiscal accountability for prudent management of financial resources, ensuring adherence to college practices (submitting expenses monthly, monitoring expenditures, examining income/expense statements, assessing needs ensuring optimal utilization of facilities and resources, following protocols, formulating recommendations, effectively documenting, etc.)
• Maintains and monitors budgets, budget tracking, budget modifications and analyzes monthly reports; reporting variances to the department(s) head. 
• Prepares purchase and travel requisitions expense forms, check requests, payment of invoices and maintains records. 
• Assists with other budget management processes as needed and assigned
  
  

Provides collaborative leadership and training for administrative support personnel in Academic Affairs

• Assists with and serves as a resource for problem resolution and administrative operations best practices for all administrative support in Academic Affairs.
• Serves as a role model for Academic Affairs administrative support personnel for positive attitude, attendance, and work performance
  
  

Facilitates communication between all internal and external constituents  

• Demonstrates professionalism, tact, and leadership to maintain credibility, trust, and support with all parties. 
• Prioritizes and briefs the Associate Dean regarding information/action items that require review/input/action; handling matters expeditiously, proactively, and following-through on assignments to successful completion, often with deadline pressures. 
• Contributes to document development and distribution making revisions, obtaining signatures, and assisting in the documentation process
  
  

Actively engages in the advancement of the College. 

• Assists in the production of meetings and special events, including but not limited to room reservations, catering services, audio-visual requirements, and set-up.   
• Schedules faculty members and staff to present at biweekly Cycle Reviews, while coordinating student resources with Curriculum Coordinators.
• Helps develop Curriculum by organizing Smartsheet nd managing Pod Play activities, while ensuring the learning objectives of the courses meet NBOME standards.
• Provides support for Committees assigned (e.g. prepare for and attend meetings, transcribe and distribute minutes).
• Ensures agendas, minutes and other pertinent materials are prepared and distributed; maintain official records of such meetings in the form of minutes and/ or other media
• Contributes to College’s compliance with and in the development of required documentation as related to accreditation of the College to which departmental content is contributed (faculty adequacy model, gathering data, self-assessment, peer review, providing input/feedback, etc.) aiding in the attainment of academic compliance
• Participates in the production of various College materials [academic calendar, strategic planning, directory, College website, etc.] (collecting/preparing materials, organizing/formatting data, adhering to various deadlines, reviewing drafts, providing input/feedback, etc.)
• Contributes to the College’s reputation/image of being one of the best osteopathic medical colleges
• Contributes to the team effort by performing other duties as needed/assigned. 
  
  

Education:

• Bachelor’s degree preferred. Will consider applicants with extensive experience providing executive level administrative support
  
  

Experience:

• Minimum of 4 years professional experience, preferably in an environment working with executive leadership.
• Two years’ experience in higher education administration preferred
• Demonstrated effectiveness, knowledge, and experience in organizing large amounts of information, coordinating with diverse groups of people, and communicating with a high degree of professionalism.
  
  

Skills & Abilities:

• Highly professional with honest and genuine communication style.,
• Excellent interpersonal skills and emotional maturity with the essential ability to demonstrate tact, discretion, and job diplomacy.
• Significant understanding of higher education administration with proven knowledge of budget, fiscal management and experience working with and building relationships with multiple leaders
• Proven track record of quality, integrity, tact, and trustworthiness
• Ability to make common sense, consistent and fair decisions (based on facts and data) and have courage of convictions and tolerance for ambiguity
• Advanced Skills in Microsoft Office Suite, Canvas, Smartsheet, Adobe Creative Suite, Paint and Photo Editor, a plus
• Exceptional written, oral presentation, communication, and listening skills
• Must demonstrate high level of skills in email communications
• Must be able to learn quickly and know how to problem solve
• Must have excellent interpersonal skills, including the ability to understand, assess, and use appropriate professional judgment. 
• Demonstrated initiative in being proactive, anticipating needs, and implementing effective action plans.  Requires the ability to set priorities, meet deadlines, and perform assignments accurately. 
• Must have strong grammar and punctuation skills
• Must have strong organization skills, be flexible and able to adapt to changed priorities and effectively handle frequent interruptions. 
• Must be able to effectively handle multiple projects and tasks simultaneously
• Demonstrated ability to work in a team environment yet work well independently. 
  
  

Must be:

• Self-confident, a strong leader, skilled decision-maker with ability to lead by influence and example and effectively communicate with various constituencies across the college.
• Able to work independently yet is an effective participant in cross-functional teams.
• Adept in conflict resolution skills, crisis intervention techniques and possess demonstrated ability to react calmly and effectively in emergency situations
• Self-motivated, self-disciplined, have a strong work ethic and capable of establishing priorities.
• Flexible and able to adapt to changing priorities and effectively handle frequent interruptions.
• Innovative, resourceful, detailed oriented, with excellent follow through skills
• Capable of balancing multiple projects while meeting deadlines, achieving desired results, and maintaining positive relations while understanding the importance of confidentiality of data and information
  
  

Noorda College of Osteopathic Medicine is an Equal Opportunity Employer and does not discriminate against individuals in any phase of the application or employment phase on the basis of race, religion, creed, color, national origin, sex, sexual orientation, gender identity or expression, age, ancestry, physical or mental disability, medical condition including medical characteristics, marital status, veteran status, economic status, genetic identification, political belief, or any other classification protected by applicable local, state or federal laws. We encourage applications from candidates of all backgrounds, experiences, and perspectives. We believe that a diverse and inclusive workforce is essential for fostering creativity and achieving our organizational goals. The College adheres to all relevant government statutes, and state and federal laws.

Powered by JazzHR

VzqL9mzZiF