Manages academic affairs operations and research administration functions for the VPA Office of Academic Affairs, serving as a primary point of coordination for faculty affairs processes, internal grant administration, and college-wide academic systems exercising independent judgement and decision-making authority across each domain and acting as a key point of continuity and accountability for the Office of Academic Affairs.
Education and Experience
- Bachelor 's degree required. Minimum 2-4 years of experience in a college/university setting desirable.
- Broad knowledge of external research and sponsored programs funding.
- Ability to collaborate and participate with university faculty and staff.
- Strong organizational, time management and communication (oral and written) skills required
Skills and Knowledge
- Candidate should be organized, detail-oriented, and have strong communication skills.
- Computer facility and experience with MS tools required.
- Knowledge of Peoplesoft and Zoom/equivalent a plus
Responsibilities
- Provide administrative support to the associate deans in the VPA Office of Academic Affairs. Serves as the college's lead administrator coordinator for promotion, tenure, and periodic review processes managing timelines, candidate portfolios, and external reviewer logistics across multiple concurrent review cycles. Exercises independent judgment in identifying procedural gaps, ensuring compliance with university policy, maintaining confidentiality of sensitive personnel materials. Serves as VPA's primary liaison and subject-matter expert for the Faculty Portfolio System (FPS), managing faculty access, troubleshooting submissions, and ensuring accurate, timely documentation in support of academic review processes. ' Manages logistical coordination Directs logistical, administrative operations for VPA faculty council, committee meetings, including agenda development, preparation, meeting facilitation, official minutes; serves as a key point of continuity for governance processes within OAA. Provides high-level administrative support Assists with operations of the OAA, handling sensitive matters with discretion and confidentiality in a fast-paced environment. ' Coordinates event logistics, including space scheduling, catering, publicity in support of Academic Affairs initiatives.
- Work with Assoc Dean of Research to identify, disseminate intramural and extramural funding opportunities. Admin multiple internal faculty and student grant programs, exercising independent judgment in application review coordination, award processing. Utilize a broad knowledge of external research/sponsored programs funding to collaborate w faculty on the proper documentation for grant preparation, post-award grant execution. Serve as the primary liaison with budget staff to resolve issues and funding allocations, ensuring fiscal accountability across the college 's research portfolio. Support Work with the VPA's Associate Dean of Research in developing leading design, execution of communication strategies to that increase the visibility research and creative activities for both faculty and students, in partnership in collaboration with VPA's Office of Communication. Generate Owns the development and maintenance of the college 's research funding reports, compile data, other relevant information to support research, creative activities, self-studies, advancement initiatives, strategic planning efforts. Work in tandem with the Assoc Dean of Research to leads planning and execution of workshops, training, symposia, other events to promote, support, research, creative activities.
- Serves as the primary administrator for the college 's operational platforms (various operational platforms, including Infoready, Airtable, and related systems), overseeing configuration, troubleshooting, and effective utilization to support office and college-wide operations and other systems that further enhance office and college operations. ' Oversees financial recordkeeping and expenditure compliance for the Office of Academic Affairs, including credit card reconciliation and reimbursement processing, ensuring alignment with university fiscal policy and audit readiness. ' Administers recordkeeping for part-time faculty search and hiring processes, ensuring documentation is accurate, complete, and properly achieved in accordance with university requirements. ' Support the implementation, maintenance, and effective utilization of administrative systems to enhance operational efficiency. Manage office resource and records infrastructure, including digital file systems, and procurement planning, to ensure uninterrupted operations for the Office of Academic Affairs. ' Coordinate and participate in training opportunities related to administrative systems and office operations as appropriate.
- Other Duties as assigned
Physical Requirements
Enter Physical Requirements or "Not Applicable"
Tools/Equipment
Enter Tools/Equipment or "Not Applicable"
Application Instructions
In addition to completing an online application, please attach a resume and cover letter.