Manager of Academic Operations – East Falls Contract

Job SummaryThe Manager of Academic Operations will report
to the dean of the College of Humanities and Sciences (CHS) and will work in conjunction with the CHS program directors, chairs, and the
associate deans. This position provides administrative supports to the dean and CHS leadership for all operations and programs. This
position is the primary point of contact in CHS for academic administrative functions and works directly with Faculty Affairs, Finance,
Registrar’s office and Human Resources on matters relating to the college. This includes course scheduling; processing college-level
onboarding for new faculty and instructors; assisting students in the major or core curricula; assisting the dean in the college’s
budget management and financial reporting. This position will serve as a liaison with campus offices such as but not limited to the Business
Office, Enrollment Management, Office of Sponsored Research, and Facilities Management. 

Essential
Functions

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.

• Administration:

1. Approves and tracks purchase orders and request for payments according to university
   regulations.
2. Liaises between the Finance Office and the college as it relates to the day-to-day operations of the college to
   ensure effective management of the college’s resources.
3. Following the direction of the dean, oversees and coordinates various
   financial and HR/payroll processes ensuring effective management of all financial resources. 

• Financial and Budget
Management

1. Following the direction of te dean, manages the college budget(s) for all funds, including sponsored research, gifts
   and restricted accounts for the college. 
2. Approves, monitors, verifies and reconciles expenditure of budgeted funds.
   Communicates with department chairs, associate deans, program directors and administrative assistants about the correct procedure for
   utilizing departmental funds. Responsible for working with department budget managers on oversight and management of department budgets and
   identifying any challenges or opportunities that arise.
3. Following the direction of the dean, manages the budget planning process
   for the college’s office and departments. Works with the dean, department chairs, managers and staff on developing budget proposals
   and setting up accounts. Tracks and compiles figures for spreadsheets and reports for departmental accounts, grant accounts and special
   project accounts. 
4. Works collaboratively with the Finance Office and the dean to align budgets to long range planning
   assumptions for the operating and capital budget.
5. Monitors all college funds and assists with reconciliation issues. 

• Support of Academic Operations

1. Liaises between chairs/directors and the Registrar on the class schedule;
   faculty assignments; and classrooms/lab/studio assignments.
2. Liaises between faculty and Registrar, Bookstore, and Library on
   required course materials and also with publishers for faculty desk copies, etc.
3. Supports deans/chairs/directors with managing
   course enrollments, faculty load, course releases/ buyouts/overloads, course coordination, student advisor assignments, etc.
4. Supports deans/chairs on processing and managing adjunct faculty payment for all types of instructional and non-instructional
   assignments in the college; processes all requests for payment.
5. Supervises college administrative assistants who track faculty
   professional development and travel funds; works with the deans to track faculty annual evaluations, classroom observations, and other
   materials required for faculty reappointments, tenure and promotion. 
6. Supervises college administrative assistants who work
   with deans/chairs/directors on faculty orientation, faculty meetings, college-level governance and college-level faculty
   committees. 

• Student Interaction

1. Interacts daily with students with regards to their schedules
   and Faculty Affairs.
2. Interfaces with Academic Success Center and students regarding the class schedule and conflicts; and processes
   enrollment/registration forms, per Registrar’s procedures.

Minimum Education and Experience
Requirements:

Education:

• A bachelor’s Degree

AND

Experience:

• 2-3 years of employment in higher education are preferred.

Additional
Information

• Word, Excel, PPT, BannerWeb, Outlook

Competencies (Knowledge, Skills, and Abilities
Required):

• Needs to be able to multi-task and able to handle a high volume of work.
• Knowledge of academia is
  helpful.

To apply, go to https://recruit.jefferson.edu and search JOB ID# 9303414