Associate Director, Academic Administration

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Associate Director, Academic Administration

9413BR

Provost

RIT Certified

Job Summary

The Associate Director of Academic Administration is a dynamic and experienced educational leader who plays a key role in the day-to-day functioning and strategic growth of RIT Certified’s educational programs. This role directs faculty affairs, drawing world-class professional expertise to Certified, and equipping them with tools to develop and deliver professional training according to RIT Certified’s new model. They provide oversight of payroll and HR tasks, and they ensure adherence to university policies and procedures. They compile data and perform analysis on staffing needs and faculty job performance.

Drawing on their ability to manage complex projects, the role coordinates the development and delivery of innovative projects that do not conform to RIT Certified’s standard model of development–for example, because they must conform to the requirements of a grant held by a partnering faculty member or organization. They coordinate the various functional areas of RIT Certified to ensure timely and efficient development, outstanding customer service, and quality results.

Directing the operation of the academic portfolio, this role ensures operational continuity and efficiency through ownership of the schedule, allocating instructional resources such as software or physical space, and responding quickly and strategically to unanticipated needs. They improve operations strategy by identifying and acting on opportunities to increase efficiency and improve SME and customer experience.

The role oversees the efficient processing of financial transactions, including faculty compensation, purchase orders, invoice payments, and other financial disbursements. Working closely with the Financial Partner, they provide analysis and insight that contribute to RIT Certified’s financial performance.

The Associate Director, Academic Administration also serves as a point of contact for campus partners including the Controller’s Office, the Office of Legal Affairs, Human Resources, and Procurement Services.

Job Responsibilities

Oversight of all aspects of RIT Certified faculty affairs, ensuring seamless operations and optimal support for faculty members including: 

• Recruitment: Spearheading recruitment efforts by publicizing vacancies, rigorously evaluating candidates, and providing strategic recommendations for hiring and compensation to the Academic Director.
• Appointment and Onboarding: Managing the appointment process for new faculty members, overseeing onboarding procedures, and ensuring a smooth transition into their roles.
• Training and evaluation: Design and oversee the delivery of training that conveys RIT Certified’s vision of instructional excellence for a diverse student population. Oversee the evaluation and feedback process for instructors in alignment with RIT policies.
• Payroll and HR Coordination: Coordinate faculty payroll, particularly in response to scheduling changes or appointment retractions due to factors such as low enrollment. Additionally, keeping faculty informed of any pertinent developments affecting their employment.
• Liaison Function: Serving as the primary point of contact and support for faculty members, addressing academic or business concerns promptly and effectively.

Manage special projects, including training partnerships arising from faculty-held grants.

• Coordinating curriculum development, instructional design, and course launch for training partnerships arising from faculty-held grants and other projects that do not conform to RIT Certified’s standard model of development and delivery;
• Overseeing the design, implementation, and assessment of special projects to ensure their effectiveness and alignment with program goals.
• Serve as a liaison for campus partners, fostering collaboration and communication with Academic Affairs, Campus Service Providers, and RIT Auxiliary Services.

Oversight of the RIT Certified academic portfolio, ensuring its seamless function and alignment with organizational objectives:

• Resource Allocation: Strategically allocate physical space, learning materials, and technology to both students and faculty
• Course Management: Proactively monitor the progress of new courses from inception to launch, ensuring timely execution and adherence to quality standards.
• Partnership Management: Cultivate and nurture relationships with external partners to facilitate smooth collaboration and successful delivery of programs.
• Support and Guidance: Serve as a knowledgeable resource, providing invaluable assistance, information, and guidance to instructors, facilitators, staff, and university partners throughout the entire delivery process.
• Enrollment Oversight: Collaborate closely with the Registration and Billing team to monitor learner enrollment, ensuring accurate records and efficient management of course participants.
• Quality Assurance: Continuously monitor the learner experience and instructional quality during course offerings, intervening as necessary to uphold standards of excellence and maximize satisfaction.
• Website Management: Regularly review and update course information on the RIT Certified website to ensure its accuracy, relevance, and consistency with program offerings.

Development of the RIT Certified course schedule, ensuring its seamless alignment with organizational objectives. Key responsibilities encompass:

• Faculty Availability Management: Strategically assess and coordinate faculty availability, aligning their schedules with course requirements to optimize instructional delivery.
• Course Calendar Development: Define start and end dates for each course, considering factors such as curriculum requirements and academic calendar constraints.
• Section Planning: Collaborate closely with the Registration and Billing team to determine the optimal number, timing, and sequence of course sections, ensuring efficient utilization of resources and accommodating learner needs.
• Policy and Process Development: Spearhead the development and implementation of robust policies, rules, and processes governing the maintenance of program run schedules, fostering consistency and operational efficiency.
• Reporting and Review: Compile and present the finalized schedule to the Academic Director for comprehensive review and potential modification, ensuring alignment with strategic priorities and academic standards.

Serve as the central point of contact and primary liaison between various key departments, including the Controller's Office, Human Resources, Procurement Services, and the Office of Legal Affairs. This pivotal role involves:

• Facilitating Communication: Ensure seamless communication and collaboration between departments by serving as a conduit for information exchange, inquiries, and requests.
• Problem Resolution: Address and resolve issues, concerns, or queries that may arise between departments, fostering a culture of cooperation and efficiency.
• Policy Adherence: Ensure adherence to organizational policies, procedures, and regulatory requirements across departments, providing guidance and clarification as needed.
• Strategic Alignment: Align departmental objectives and initiatives with broader organizational goals and priorities, fostering synergy and coherence in decision-making processes.
• Resource Coordination: Facilitate the coordination of resources, services, and support from different departments to optimize operational efficiency and effectiveness.

Oversees the efficient processing of financial transactions for RIT Certified, managing tasks such as faculty compensation, purchase orders, invoice payments, and other financial disbursements.

• Contract document management
• Coordination of Independent Contractors
• Creation of purchase requisitions
• Processing of invoices for payment
• Creation of invoice payments

Other duties as assigned

Required Qualifications

• 5 to 7 years administrative and/or program management experience, including:
• Previous demonstrated success in an education role, with experience in learning delivery and facilitation
• Previous experience with student support systems and the development of talent pools
• Detail orientation
• Ability to communicate effectively in a hybrid work environment
• Flexibility and willingness to assume new tasks and special projects
• Demonstrated ability to interact positively with a diverse population
• Strong written and verbal communication skills
• Strong interpersonal skills that contribute to outstanding customer service
• Ability to manage multiple competing timelines and directives
• Ability to work collaboratively with internal and external stakeholders
• Demonstrated experience managing complex processes and systems
• Technical proficiency in Microsoft Office Suite, Google Suite, Zoom, D2L, and Modern Campus

Required Minimum Education Level

Bachelors or Equivalent Experience

Work Location

Hybrid — Remote/On-campus

Shift

Day

Wage Band

118A

FLSA Category

Exempt

Employment Category

Fulltime

Required Application Documents

Cover Letter, Curriculum Vitae or Resume