Manager of Academic Affairs

2 months ago

Pasadena, California, United States Pacific Oaks Children's School Full time

Job Description:

GENERAL PURPOSE:

The Manager of Academic Affairs provides comprehensive support to the Academic Affairs (AA) department and the Vice President of Academic Affairs (VPAA). The position is responsible for organizing department events; gathering, organizing, and distributing department resources and documents; managing key regulatory processes; coordinating and collaborating with other departments to support AA department needs; and communicating with internal and external constituents (students, faculty, staff, and clients).

SUPERVISION RECEIVED:

Work is generally supervised by direct supervisor and work is reviewed through performance appraisals and results received

SUPERVISION EXERCISED:

# of Supervised Directly# of Supervised Indirectly:

FTE (Full-time Equivalent) FTE (Full-time Equivalent)

__.5__FTE (Non-exempt) __1___FTE (Non-exempt):

__0__FTE (Exempt) __0___FTE (Exempt):

__.5 _FTE Total __1___FTE Total

ESSENTIAL FUNCTIONS:

Administrative Support:

Assist the VPAA with organizing and maintaining files, preparing agendas, taking/transcribing meeting notes, supervising student workers, and other administrative duties.Serve as recording secretary for the AA Board Committee and Full Faculty Meeting, create materials, and maintain a filing system for all documents.Maintain accreditation and regulatory documents, calendars, correspondence, and payments. Faculty and Student Support: Serve as a primary point of contact for core faculty and adjuncts, including attending workshops, classes, and events outside regular business hours.Provide support to students as a secondary resource to faculty.Assist instructors with gathering course/workshop materials (books, articles, tests, assessments).Provide supplementary support for faculty on Canvas LMS issues. Event and Program Coordination: Plan and coordinate department events and activities, including commencement.Develop and track course scheduling and instructor assignments. Collaboration and Communication: Partner with TCS departments (e.g., Institutional Research, Assessment, Instructional Design) to ensure the collection/dissemination of course evaluations, assessment instruments, and reports, and to maintain accurate instructional course information.Work with the VPAA and Human Resources in hiring and onboarding faculty. Operational Management: Order and manage department supplies.Track the department's budget in collaboration with the VPAA.Support student-facing departments to ensure appropriate delivery and management of services and resources to students. General Responsibilities: Support and advance the mission, vision, and values of Pacific Oaks College.Adhere to all confidentiality requirements.Perform other duties as assigned. Is regular attendance an essential function? ☒ Yes ☐ No ESSENTIAL KNOWLEDGE, SKILLS and ABILITIES: Knowledge: Strong knowledge of higher education culture and policies.Knowledge of evaluation and data collection.Working knowledge of databases. Skills: Excellent interpersonal skills.Strong time management and prioritization skills.Strong organizational and administrative skills with high attention to detail.Strong analytical skills.High level of computer proficiency. Abilities: Ability to manage projects independently.Team-oriented and able to facilitate collaborative work across departments.Ability to manage team members effectively.Ability to prioritize and execute projects at different levels.Ability to work independently.Ability to shift quickly between tasks without loss of continuity.Patience and professionalism. PREFERRED KNOWLEDGE, SKILLS, and ABILITIES: Familiarity with Pacific Oaks and The Community Solution Education SystemExperience with CampusNexus and Canvas LMS POSITION QUALIFICATIONS: A bachelor's degree is required; a master's degree or graduate coursework is preferred.At least 3 years of experience in higher education administration, including familiarity with assessment, program review, and online instructional delivery, with a strong record of academic leadership.Strong financial and budgeting background preferred. EQUIPMENT USED: (List all manual and automated equipment used while performing essential functions.) Frequent use of school-issued personal computer/laptopCalculator/10-keyTelephoneCopier, scanner, and fax machines TRAVEL: (% of total time): Up to 5% of total time ENVIRONMENTAL CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job: The noise level in the work environment is usually quiet to moderately noisy while in the office. The office temperature is about 70 degrees. ESSENTIAL PHYSICAL & MENTAL TASKS: (Check all that apply): Physical Demands: ☒ Standing ☒ Lifting: _15_ Lbs. ☒ Pushing/Pulling ☒ Driving ☒ Walking ☒ Carrying ☒ Hearing ☒ Speaking ☒ Reaching ☒ Writing ☒ Squatting/Kneeling ☒ Seeing ☐ Climbing ☒ Pushing ☒ Other: Typing Physical Environment - Exposed to: ☒ Noise ☒ Heat/Cold ☐ Fumes/Gases ☐ Human Tissue/Fluids ☐ Chemicals ☐ Carcinogens ☒ Dirt ☐ Animal Tissue/Fluids ☐ Toxic Chemicals ☐ Radiation ☐Other: ☐ Biohazardous Material Mental Demands: ☒ Reading ☒ Frequent Interruptions ☒ Periods of Concentrated Attention ☒ Detailed Work ☒ Irregular Work Schedule ☒ Frequent Contact with People ☒ Frequent Deadlines ☐Other: ☒ Multiple Concurrent Tasks DECISION MAKING: The position is governed by Pacific Oaks' policies and established department procedures. Independent judgment is required in the supervision of personnel as well as in the carrying out of the department's strategic goals and budget management. CONTACT RESPONSIBILITIES: Routine exchange or presentation of information. Responsible for demonstrating professionalism and leadership in resolving conflicts with students and employees. Recommends alternative approaches to solve problems and conflicts. FINANCIAL RESPONSIBILITY: This position does not require the management of budgets, but it is required to follow Pacific Oaks policies for purchasing and budget approvals. DISCLAIMER: The duties listed above are intended only as illustration of the various aspects of the position and types of responsibilities that may be performed. The omission of specific statements does not exclude them from the position if work is similar, related or a logical assignment to the position and does not preclude management from assignment duties not listed herein if such functions are a logical assignment to the position. This position description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as needs of the employer and requirements of the position change. Pacific Oaks offers equal employment opportunities to all persons without regard to race, color, ethnicity, religion, sex, sexual orientation, national origin, age, marital status, physical or mental disability, parental status, housing status, source of income or military status, in accordance with applicable federal, state and local EEO laws. Compensation & BenefitsThis opportunity is budgeted at $66, ,170.00 base compensation. Additional compensation factors may impact total compensation. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.

Pacific Oaks is an Equal Opportunity Employer.

Pacific Oaks participates in E-Verify and verifies identity and employment eligibility of all persons hired.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Pacific Oaks offers equal employment opportunities to all persons without regard to race, color, ethnicity, religion, sex, sexual orientation, national origin, age, marital status, physical or mental disability, parental status, housing status, source of income or military status, in accordance with applicable federal, state and local EEO laws.

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