Position Title:Assistant Director, Academic Administrative OperationsTime Type:Full timePosition Summary and Qualifications:The Assistant Director for Academic Administrative Operations leverages a project management approach, keen attention to detail, strong communication and organizational skills, and a commitment to confidentiality, to provide high-level event management and administrative support to key operations, including the Educational Affairs Committee of the Board of Trustees, the University's Commencement Ceremonies, and the Provost's Leadership Council. The individual in this position employs best practices in project management to provide administrative support for meetings of the Educational Affairs Committee of the Board of Trustees, coordinating with the Office of the President, facilitating the preparation and distribution of meeting materials, and providing general support to the Provost. The Assistant Director for Academic Administrative Operations takes a leadership role in the Commencement Committee, applying a project management approach to the coordination of various functions across the University; and is responsible for ensuring smooth and memorable Commencement Ceremonies for SJU graduates and their families.This position also provides administrative event and project management and support for various meetings, programs, and other Provost's Office-sponsored events, as well as administrative support to the Provost, Associate Provosts, and those personnel/units reporting to them as needed. The Assistant Director for Academic Administrative Operations manages the Provost's Office operational task list and leads staff operations meetings; recruits, hires and manages a team of Student Workers; and serves as office manager for the Office of the Provost.Essential Duties & Responsibilities
- Serve as project manager for a portfolio of academic projects at the direction of the Director for Faculty Affairs and Academic Administrative Operations. Collaborate with others to ensure effective, accurate, and timely implementation and assessment of projects.
- Provide high-level administrative support for meetings of the Educational Affairs Committee of the Board of Trustees, coordinating with the Board Liaison as to Committee membership and meeting logistics; facilitating the preparation and distribution of meeting agendas, presentations and other materials; coordinating the participation of guest presenters; recording and distributing meeting minutes and related materials; liaising with the Director for Faculty Affairs and Administrative Operations to coordinate matters relative to faculty governance; and providing general support to the Provost in management of the Educational Affairs Committee meetings.
- Take a leadership role in the University-wide Commencement Committee, applying a project management approach to the coordination of various functions across the Colleges and Schools, Alumni, Development, Facilities Management, faculty Grand Marshal, Information Technology, President's Office, Public Safety, Registrar, Special Events, and Student Life. Responsible for ensuring smooth and memorable Commencement Ceremonies for SJU graduates and their families.
- Along with the Associate Provost for Faculty and Academic Support, coordinate annual faculty merit awards and Commencement awards, ensuring that awardees' names are communicated to MarComm and to the community via a University Announcement; and that their payroll authorizations are processed.
- Provide administrative event and project management and support for various meetings, programs, and other Provost's Office-sponsored events, such as the Provost's Leadership Council, New Faculty Orientation, Academic Leadership Retreat, Mass of the Holy Spirit, University Recognition Awards, meetings of the Board on Rank and Tenure. Order catering, schedule rooms, coordinate technology needs, track RSVPs, prepare and distribute meeting materials, record meeting minutes and track action items as directed.
- Provide administrative support to the Provost and Associate Provosts; and support other personnel/units reporting to the Provost and Associate Provosts, such as the Faith-Justice Institute, Office of Teaching and Learning, Pre-Law Program, Institute for Clinical Bioethics, Justice and Ethics in the Law, Maguire Museum, Fellowships, as needed. This position supports these individuals and groups by: managing calendars and meeting components, administering budgets, assisting with communication from and between the aforementioned areas, and other administrative needs as assigned.
- Under the Associate Provost for Faculty and Academic Support's direction, facilitate the distribution of grants to adjunct faculty.
- Receive payroll authorizations from schools and colleges, review for accuracy of budget and position numbers with Academic Finance team. Add Provost signature and forward payroll authorization and documentation to OFA and Payroll.
- Respond to Docusign requests for University contracts; work closely with OGC to execute these contracts with Provost approval and signature.
- Coordinate with the Associate Provost for Faculty and Academic Support and/or the Assistant Director for Faculty Affairs to complete payroll authorization associated with the award of Summer Grants, Morris Grants and other faculty development grants.
- Respond to Docusign requests for University contracts; work closely with OGC to execute these contracts with Provost approval and signature.
- Coordinate with the Associate Provost for Faculty and Academic Support and/or the Assistant Director for Faculty Affairs to complete payroll authorization associated with the award of Summer Grants, Morris Grants and other faculty development grants.
Minimum QualificationsRequired
- Bachelor's degree
- A minimum of 3 years of experience in an administrative support role.
- Project management experience, with demonstrated excellence in communication and organizational skills, and keen attention to detail.
- Proficiency in Word, Excel, PowerPoint; Google's G Suite, particularly Docs, Sheets, Slides, Gmail, and folders, as well as web editing and use of the Internet relevant to the position.
- Strong interpersonal skills; ability to collaborate with diverse stakeholders in a professional and collegial manner.
- Commitment to the necessity of confidentiality and discretion in all matters.
Preferred
- Master's degree
- Previous professional experience in higher education, specifically in academic or other executive-level administration.
- Previous experience providing administrative support to multiple and varied departments, particularly in executive-level leadership.
- Previous experience with Workday.
Physical Requirements and/or Unusual Work Hours
- While working on events must on occasion work evenings / weekends
- May be required to stand for long periods of time.
Saint Joseph's University is a private, Catholic, Jesuit institution and we expect members of our community to be knowledgeable about - and to make a positive contribution to - our mission. Saint Joseph's University is an equal opportunity employer that seeks to recruit, develop and retain a talented and diverse workforce. The University is committed to the diversity of its faculty and staff so that our students, our disciplines and our community as a whole can benefit from the multiple perspectives it offers. The University seeks qualified candidates who share our commitment to equity, diversity and inclusion. EOESaint Joseph's University prohibits discrimination on the basis of sex in its programs and activities, including admission and employment, in accordance with Title IX of the Education Amendments of 1972. The Title IX Coordinator is responsible for overseeing compliance with Title IX and other civil rights laws and regulations. To contact the Title IX Coordinator, e-mail ...@sju.edu, visit Campion Student Center suite 243, or call 610-###-####. To learn more about the University's Title IX policies, the process for filing a report or formal complaint of sex discrimination, sexual harassment, or other form of sexual misconduct, and the University's response to reports and/or formal complaints, please visit www.sju.edu/titleix. Inquiries may also be directed to the Federal agency responsible for enforcing Title IX, the U.S. Department of Education Office for Civil Rights.