Careers

Title: Academic Support Administrator

Department: Dean of Faculty's Office

Duration: Indefinite

Job Summary

Reporting to the Assistant Dean for Academic Affairs, the Academic Support Administrator supports the effective operation of Academic Affairs and the Dean's Office. Responsible for overseeing daily business office transactions, coordinating academic affairs searches, managing Dean's Office events, providing Institutional Review Board (IRB) support, offering committee support, and maintaining the websites for Academic Affairs and the Dean's Office.

Job Duties

• 25% - Management of Academic Affairs Searches - Manage tenure and tenure-track searches, including submission of search plans and on-going search reports, recruitment and management of applications, visit scheduling, and ultimately serving as the College's primary point of contact on faculty search issues. In collaboration with search committees and departmental staff, organize and manage campus visits, including travel arrangements, communication, and the scheduling of interviews, presentations, and meetings with faculty, students, and staff. Utilize and train others in the use of faculty search online platforms and tools, ensuring efficient and comprehensive management of the academic recruitment process. Support faculty search committees to identify and engage potential candidate sources, including academic networks and professional organizations. Advance the College's goal in promoting evidence-based, just, equitable, and inclusive faculty recruitment and hiring practices. Facilitate regular communication with College partners, including search committees, department heads, senior leadership staff, and students, to align search processes with institutional goals and departmental needs. Provide training and guidance to search committees on high impact practices and policy considerations, especially those detailed in the faculty search guidebook. In collaboration with campus partners such as the General Counsel and the Associate Dean of Faculty Affairs, provide guidance to search committees in adhering to institutional policies and legal requirements throughout the search process, while also outlining standard search timelines and processes to maintain consistency and efficiency in recruitment. Foster a positive and engaging candidate experience throughout the recruitment process, ensuring each stage reflects the College's commitment to excellence and inclusivity. In partnership with the Director of Institutional Research and Planning, support the monitoring and analysis of recruitment and demographic data to assess effectiveness, identify trends, and make data-driven decisions for future searches. Continuously assess and improve search processes for efficiency and effectiveness, including leading the Academic Affairs division in regularly reviewing and updating the Faculty Search Guidebook. In partnership with the Assistant Dean, manage the budget for faculty searches, including travel, accommodations, and other recruitment-related expenses. Coordinate with the Executive Assistant to the Dean and the Human Resource Department to ensure timely completion of on-boarding paperwork for new faculty. Partner with academic departments and the Office of the Dean of the College to support non-tenure track faculty searches. Collaborate with Human Resources to support non-faculty searches within the division - (Essential)
• 25% - Support the management of divisional business functions, contributing to the efficient financial operation of the Division in line with College procedures and goals. - Processes daily transactions, prepares financial reports for internal and external distribution. Assist in providing regular and special financial reports, as required for division’s operations. Serve as a support contact for interactions with the Business Office, assisting with accounts payable, expense reimbursements, payroll queries, and liaising with external financial agencies. - (Essential)
• 20% - Support of divisional initiatives, events, and communication - Plan and organize divisional events such as speakers, seminar series, discussions, panels, and social events. This can include securing locations, arranging for refreshments, managing guest accommodations, and ensuring each event runs smoothly from start to finish. Assist in collecting and evaluating data related to divisional programs and events to facilitate continual improvement and ensure the effective achievement of divisional goals and participant satisfaction. Manage the Dean’s Office and Academic Affairs websites, ensuring a current and accurate representation of Divisional activities and news. Handles other duties and projects as assigned by the Office of the Dean. - (Essential)
• 10% - Institutional Review Board Coordination - Process and track IRB proposals, ensuring timely review and compliance with ethical standards and regulatory requirements. Schedule and organize meetings, prepare essential documentation, and maintain accurate records for both Human Subjects Research Review Committee and Institutional Animal Care and Use Committee meetings. Provide comprehensive support to committee chairs, including agenda preparation, minute taking, and follow-up on action items. Undergo and maintain required training and certifications pertinent to human subjects and animal care and use, staying updated on relevant regulations and best practices. Facilitate communication between researchers, committee members, and administrative offices to ensure a streamlined review process. Develop and implement policies and procedures to enhance the efficiency and effectiveness of the review process, including researching and identifying innovative online tools and platforms that streamline and improve the review experience. Provide appropriate guidance and assistance to faculty and student researchers in preparing their proposals, understanding the review process, and adhering to compliance requirements. Monitor and report on trends in research proposals and committee activities, providing insights for continuous improvement. - (Essential)
• 10% - Committee Support - Provide administrative support for the Academic Planning Committee and the Core Steering Committee. Schedule and attend meetings, take detailed minutes, and organize materials, ensuring accurate record-keeping and timely distribution of information. - (Essential)
• 10% - Personnel Management and Supervision - In collaboration with the Assistant Dean, support the recruitment, hiring, training, and evaluation of Department Services Coordinators, who comprise a largely unionized workforce represented by SEIU. This includes defining positions, determining qualifications, ensuring professional development, and mentoring new coordinators. Collaborate and communicate effectively with the Assistant Dean, department chairs, and other faculty members to appropriately determine key priorities, assess performance and effectiveness, and address issues related to performance and work assignments. Manage and evaluate the performance of supervisees, providing ongoing feedback, corrective action, and conducting annual formal performance evaluations. Maintain a conducive work environment aligned with the College’s mission and values. Oversee payroll, timesheet accuracy, and other administrative tasks for both professional and student staff. Provide guidance on college policies and requirements as applicable to staff. - (Essential)

Minimum Qualifications

• Bachelor’s degree in liberal arts, english, communication, or related field to position responsibilities.
• Five years of progressively responsible experience in an office environment involving a matrix reporting structure.
• Three years supervisory experience in an office/administrative setting.
• Demonstrated ability and experience with applicant tracking systems used for faculty and staff recruitment and hiring.
• Effective financial management and budget analysis skills.
• Demonstrated ability to lead and effectively supervise both staff and students, encompassing responsibilities such as delegating tasks, setting priorities, providing constructive feedback, and evaluating performance.
• Ability to analyze, synthesize and organize data, and present findings in a comprehensible manner for different audiences.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities.
• Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy.
• Strong commitment to a quality work product.
• Demonstrated ability to effectively communicate verbally, in writing and electronically.
• Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
• Demonstrated commitment to justice, equity, inclusion & diversity.
• Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.
• Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.
• Ability to self-motivate and work independently.
• Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups.

Preferred Qualifications

• Master’s degree in liberal arts, english, public administration or related field to position responsibilities.
• Three years of experience in a higher education office/academic management setting. Experience and knowledge of Institutional Review Board committees.
• Knowledge of high impact practices in faculty recruitment and hiring.
• Ability to manage and update web pages and social media sites, with a basic familiarity in graphic design and production.
• Experience with Ellucian Banner, E-Visions Argos, ODS.

EXPECTED HIRING RANGE:  $70,000-$75,000/yr

If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth.  We also offer a generous compensation and benefits package.