Position Title :
Academic Operations Manager
Position Type : Regular
Job Number : SA59024
Full or Part Time :
full-time 40 hours weekly
Fair Labor Standard Act Classification :
Exempt
Anticipated Pay Range :
68,640-$72,000
Pay Range Information :
Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.
Job Description Summary :
Under the supervision of the WCAHSS Director of Administrative Operations, the Academic Operations Manager plays a pivotal role in ensuring the smooth functioning of academic operations within the Wilkinson College of Arts, Humanities, and Social Sciences. This position requires a detail-oriented individual with exceptional organizational skills, a strong understanding of academic policies and procedures, and the ability to collaborate effectively with faculty members, administrators, and other stakeholders. The Academic Operations Manager oversees and manages various responsibilities related to faculty affairs, contract management, scheduling, and data management.
Responsibilities :
Faculty Database Management :
- Manage and maintain a current and accurate college-level faculty master database, including faculty load, course releases, rank, special appointments, tenure timeline, leaves, and sabbaticals.
- Collect and reconcile all faculty contracts, including part-time and full-time lecturers and overload contracts.
- Ensure the integrity of data in the college faculty load database, running reports to reconcile data and ensure departments have accurately scheduled based on faculty load.
Course Scheduling and Academic Policies :
Manage and oversee college and department course scheduling process, course allocations, and classroom distribution, collaborating closely with departments / programs, Associate Deans, the Vice-Provost of Academic Administration, and the Registrar’s Office.Ensure courses meet minimum enrollment thresholds; work with Department Administrative Assistant, Chairs and Associate Deans to make necessary schedule adjustments and strategize ensuring all faculty meet their load and pertinent contracts are created or cancelled.Stay updated on academic policies related to faculty load, scheduling, enrollment, and contract processing, and disseminate relevant updates.Faculty Appointments and Annual Review Support :
Support the Dean and Director of Operations in reviewing and renewing special faculty appointments, ensuring accuracy, adherence to appointment terms, and timely identification of upcoming expiration dates to allow for strategic planning of renewals or new hires.Maintain and update the special faculty appointment letter database to ensure accurate information is available for issuing stipends and for departments to plan course scheduling, particularly in relation to course releases.Assist the Dean with the coordination and administrative preparation of faculty annual reports, verifying accuracy in teaching load, course releases, administrative responsibilities, and other faculty contributions.College Operations and Dean Support :
Oversee and coordinate the Dean’s calendar to ensure optimal time management, acting as the central contact for all scheduling requests. Balance competing priorities, safeguard availability for key responsibilities, and manage logistics for meetings, events, and travel as needed.Maintain confidentiality and integrity of faculty-related data and information.Establish and maintain various complex, interrelated college-level filing systems for faculty records, load, contracts, and awards.Gather and communicate all information necessary for the faculty academic lifecycle, generating and analyzing reports as necessary.Collaborate with university offices and departments on cross-functional initiatives, participating actively in university committees and working groups.Disseminate and assist in training college staff on faculty load, scheduling, and contracts.Facilitate the distribution of Dean’s internal and external communications.Provide support for faculty retreats and college-level events as needed.Other duties as assignedRequired Qualifications :
Bachelor’s degree required.A minimum of 5+ years demonstrated experience in academic administration, faculty affairs, or related areas within a higher education institution or related fieldDemonstrated understanding of academic policies, procedures, and governance structures.Excellent communication skills, both written and verbal, with the ability to convey complex information clearly and concisely.Strong problem-solving skills, with the ability to analyze issues, identify solutions, and make decisions in a timely manner.Adaptability and flexibility to respond effectively to changing circumstances and evolving needs in a dynamic academic environmentExceptional attention to detail, with a high level of accuracy and precision in managing data, contracts, and schedulingExperience in interpretation, application, and compliance with budgetary practices and financial policies as they pertain to academic operationsProven organizational skills, including the ability to effectively manage time, resources, and tasks to meet deadlines and achieve objectivesLeadership skills, with the ability to provide guidance, direction, and support to faculty, staff, and stakeholders in the execution of responsibilities.Excellent interpersonal skills, with the ability to build positive relationships, foster collaboration, and resolve conflicts effectively.Commitment to ethical conduct and professional standards of confidentiality, honesty, and integrity.Customer service oriented, with a proactive and problem-solving approach to ensure academic operations efficiency and adherence to university policiesStrong knowledge of Microsoft Suite, PeopleSoft, Concur, and / or Campus Solutions.Desired Qualifications :
Working knowledge of Chapman University policies and procedures, particularly as they relate to academic operations.Special Instructions to Applicants :
Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.
Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.
The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.
