Assistant Director, Academic Administrative Operations

Position Title:

Assistant Director, Academic Administrative Operations

Time Type:

Full time

Position Summary and Qualifications:

The Assistant Director for Academic Administrative Operations leverages a project management approach, keen attention to detail, strong communication and organizational skills, and a commitment to confidentiality, to provide high-level event management and administrative support to key operations, including the Educational Affairs Committee of the Board of Trustees, the University’s Commencement Ceremonies, and the Provost’s Leadership Council.

The individual in this position employs best practices in project management to provide administrative support for meetings of the Educational Affairs Committee of the Board of Trustees, coordinating with the Office of the President, facilitating the preparation and distribution of meeting materials, and providing general support to the Provost.

The Assistant Director for Academic Administrative Operations takes a leadership role in the Commencement Committee, applying a project management approach to the coordination of various functions across the University; and is responsible for ensuring smooth and memorable Commencement Ceremonies for SJU graduates and their families.

This position also provides administrative event and project management and support for various meetings, programs, and other Provost’s Office-sponsored events, as well as administrative support to the Provost, Associate Provosts, and those personnel/units reporting to them as needed.

The Assistant Director for Academic Administrative Operations manages the Provost’s Office operational task list and leads staff operations meetings; recruits, hires and manages a team of Student Workers; and serves as office manager for the Office of the Provost.

Essential Duties & Responsibilities

• Serve as project manager for a portfolio of academic projects at the direction of the Director for Faculty Affairs and Academic Administrative Operations. Collaborate with others to ensure effective, accurate, and timely implementation and assessment of projects.

• Provide high-level administrative support for meetings of the Educational Affairs Committee of the Board of Trustees, coordinating with the Board Liaison as to Committee membership and meeting logistics; facilitating the preparation and distribution of meeting agendas, presentations and other materials; coordinating the participation of guest presenters; recording and distributing meeting minutes and related materials; liaising with the Director for Faculty Affairs and Administrative Operations to coordinate matters relative to faculty governance; and providing general support to the Provost in management of the Educational Affairs Committee meetings.

• Take a leadership role in the University-wide Commencement Committee, applying a project management approach to the coordination of various functions across the Colleges and Schools, Alumni, Development, Facilities Management, faculty Grand Marshal, Information Technology, President’s Office, Public Safety, Registrar, Special Events, and Student Life. Responsible for ensuring smooth and memorable Commencement Ceremonies for SJU graduates and their families.

• Along with the Associate Provost for Faculty and Academic Support, coordinate annual faculty merit awards and Commencement awards, ensuring that awardees’ names are communicated to MarComm and to the community via a University Announcement; and that their payroll authorizations are processed.

• Provide administrative event and project management and support for various meetings, programs, and other Provost’s Office-sponsored events, such as the Provost’s Leadership Council, New Faculty Orientation, Academic Leadership Retreat, Mass of the Holy Spirit, University Recognition Awards, meetings of the Board on Rank and Tenure. Order catering, schedule rooms, coordinate technology needs, track RSVPs, prepare and distribute meeting materials, record meeting minutes and track action items as directed.

• Provide administrative support to the Provost and Associate Provosts; and support other personnel/units reporting to the Provost and Associate Provosts, such as the Faith-Justice Institute, Office of Teaching and Learning, Pre-Law Program, Institute for Clinical Bioethics, Justice and Ethics in the Law, Maguire Museum, Fellowships, as needed. This position supports these individuals and groups by: managing calendars and meeting components, administering budgets, assisting with communication from and between the aforementioned areas, and other administrative needs as assigned.

• Under the Associate Provost for Faculty and Academic Support’s direction, facilitate the distribution of grants to adjunct faculty.

• Receive pa