Manager of Academic Operations - East Falls, Full Time

Responsibilities

Job Summary

The 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 financial and 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 financial and administrative functions and works directly with Faculty Affairs, Finance, Registrar’s office and Human Resources on matters relating to the College’s budget management; financial reporting; course scheduling; faculty and instructors; and students in the major or core curriculum. 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:
• Liaises between the Finance Office and the College as it relates to the day-to-day operations of the College.
• Liaises between the Finance Office, Human Resources, Faculty Affairs and the College to manage pay and effort functions for the College.
• Oversees and coordinates various financial and HR/payroll processes ensuring effective management of all financial resources.
• Approves and tracks purchase orders and request for payments according to university regulations.
• Financial and Budget Management
• Oversees the fiscal management of the College budget(s) for all funds, including sponsored research, gifts and restricted accounts for the College.
• 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.
• 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.
• Works collaboratively with the Finance Office and the Dean to align budgets to long range planning assumptions for the operating and capital budget.
• Monitors all College funds and assists with reconciliation issues.
• Curriculum and Instruction
• Liaises between Chairs/Directors and the Registrar on the class schedule; faculty assignments; and classrooms/lab/studio assignments.
• Liaises between Registrar, Bookstore, and Library on required course materials and also with publishers for faculty desk copies, etc.
• Works with Deans/Chairs/Directors on course enrollments, faculty load, course releases/ buyouts/overloads, course coordination, student advisor assignments, etc.
• Works with Deans/Chairs on adjunct faculty payment for all types of instructional and non-instructional assignments in the college; processes all requests for payment.
• 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.
• Supervises College administrative assistants who work with Deans/Chairs/Directors on faculty orientation, faculty meetings, college-level governance and college-level faculty committees.
• Students
• Interacts daily with students with regards to their schedules and Faculty Affairs.
• Interfaces with Academic Success Center and students regarding the class schedule and conflicts; and processes enrollment/registration forms, per Registrar’s procedures.
• Interfaces with Academic Success Center and students regarding the class schedule and conflicts; and processes enrollment/registration forms, per Registrar’s procedures
• Supervises academic administrative assistants in the College, who are responsible for administrative support of faculty and students.
• Interacts with students, co-workers, visitors, and other individuals consistent with the values of Thomas Jefferson University.
  
  

Qualifications

Minimum Education and Experience Requirements:

Education:

• Bachelor’s Degree required
  
  

AND

Experience:

• 2-3 years of 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.