College Programs Administrator
1 month ago
Department
College The College
About the Department
The Office of the College Dean, located in Harper Memorial Library, oversees the academic and operational administration of the College, including curriculum and academic programs, finance and budgeting, study abroad and second language acquisition initiatives, Development and Alumni Relations, Housing and Residential Life, Summer Session, the Society of Fellows in the Liberal Arts, and grant administration.
The College is comprised of the College Dean’s office, four Collegiate Divisions, the Office of Research and Teaching Innovations, 14 units under the collegiate division organization; the Dean of Students office with its 4 subsidiaries - the College Programming Office, the College Core Tutor Program, the Office of College Community Standards and the Center for College Student Success; the Study Abroad Office, College Information Technology, the Arley Cathey Learning Center, the Society of Fellows, Summer Quarter, College Writing Program, and the Chicago Center for Teaching and Learning.
Job Summary
Reporting to the Executive Associate Dean for Finance and Administration the College Programs Administrator oversees the administrative operations of three distinct College programs: Physical Sciences Collegiate Division, Fundamentals, and Office of Research and Teaching Innovation. For each program, the Administrator works closely with each program leader to set priorities and provides analysis, research, and insight to inform decision making. Across the programs, the Administrator supports academic searches and appointments; develops and administers program budgets; coordinates program meetings and events; interfaces regularly with faculty members and students; and collaborates with College and University partners to ensure that program curricula, awards, and prizes are delivered efficiently and effectively.
**Responsibilities**:
- Manages the administrative operations of the Physical Sciences Collegiate Division (PSCD), under direction of the PSCD Master.
- Faculty and other academic appointments - submits appointment cases with the PSCD Master’s stamp or memo to the College Dean and enters faculty and OAA secondary appointments in Workday.
- Budget and Finance - prepares annual budget submission in collaboration with PSCD and College stakeholders. Initiates procurement and accounts payable transactions, as necessary. Tracks expenses monthly and monitors for budget variances.
- Curriculum - oversees annual update of PSCD courses in the College catalog, collaborates with PSD department administrators to submit quarterly course offerings, and confirms accuracy of catalog and course database information.
- Meetings and Events - schedules regular and ad hoc program meetings for PSCD Master and Associate Master. Manages logistics for major events hosted by PSCD, including annual reception, quarterly lunches, governing committee meetings, Midstates Symposium, and Naval Academy conference. Logistics support may include event planning, marketing, vendor selection and coordination, travel arrangements, and on-site staffing.
- Awards and Prizes - manages math and science research incentive, Physical Sciences teaching prize, and special honors in PSD departments.
- Manages the administrative operations of the Fundamentals: Issues and Texts program, under direction of the Fundamentals Faculty Chair.
- Participates in academic searches and renewal processes, as necessary.
- Budget and Finance - prepares annual budget submission in collaboration with Faculty Chair and College stakeholders. Initiates procurement and accounts payable transactions, as necessary. Tracks expenses monthly and monitors for budget variances.
- Curriculum - coordinates with program faculty to ensure courses are staffed, scheduled, and publicized. Liaise with the program’s Instructional Professor (IP) about curriculum and student progress. Supports all aspects of the Junior Paper and Senior Exam requirements, including collection and distribution of materials and information necessary for submission, review, and grading.
- Meetings and Events - schedules regular and ad hoc meetings for Faculty Chair, student activities, and departmental social events. In consultation with Faculty Chair, prepares necessary reports and presentations for faculty meetings. Maintains the departmental calendar, regularly apprising the chair of upcoming events, deadlines, and the status of ongoing projects. Logistics support may include event planning, marketing, vendor selection and coordination, travel arrangements, and on-site staffing.
- Communications - publicize program events via multiple channels, which includes printing and posting physical media (posters, fliers) around the College. Oversees and maintains program website, featuring regular updates for new students, alums, core faculty, and announcements. Facilitates communications between and among students, faculty members, College advisors, an
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