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Manager of Academic Operations

1 month ago

Philadelphia, United States Jefferson Health Full time
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.


Closing Statement

About Jefferson

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 42,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University , home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health , nationally ranked as one of the top healthcare systems in the country and the largest provider in the Philadelphia area, serves patients through millions of encounters each year at 17 hospitals and more than 160 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.