academic program administrator - stanford university - job description

8/3/2019 Academic Program Administrator - Stanford University - Job Description

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Stanford UniversityAcademic Program Administrator

To apply: http://tinyurl.com/8a3ebyl

Working Title: Academic Program Administrator

Job title: Administrative AssociateVPUE Unit: Stanford Introductory Studies (SIS)Job ID 45854, JCC: 2076, Grade: 1A5Status: Exempt, Full time, Continuing

PURPOSE:

Stanford Introductory Studies (SIS) is highly visible and valued in producing programs servingall first- and second-year students at Stanford, along with many upper-class students, andinvolving nearly 250 faculty and 100 instructional staff. A unit within the Office of the ViceProvost for Undergraduate Education (VPUE), SIS produces programs primarily but not

exclusively for first-year students and Sophomores including IHUM, SLE, PWR, IntroductorySeminars, and September Studies. The Academic Program Administrator (APA) manages,facilitates, and coordinates administrative support for SIS, primarily for September Studiesinstructional and residential seminar summer programs, with focused attention on processmanagement and improvement. The APA oversees the planning, scheduling, enrolling, andmonitoring of courses in these programs and supports SIS in other ways as directed.

The APA reports to the Associate Director of Academic Administration (ADAA).

SCOPE:

The APA manages administrative and professional work in SIS for the September Studies

programs (Sophomore College, Arts Intensive, Bing Honors College, and the Leland ScholarsProgram) and drafts, edits or reviews SIS/September Studies publications, web sites, andstudent outreach communications. The APA supports analysis of curricular demand, studentevaluations and survey instruments. The APA exercises significant independence and authorityin coordinating the efforts of other SIS staff to accomplish project goals. S/he is responsible forensuring that their contributions align with project t imelines, processes, and s tandards. Inaddition, the APA substantially influences the definition, timing and execution of processesthrough which the unit accomplishes its primary goals.

The APA collaborates closely with university offices (i.e. Registrar, Residential Education,Financial Aid, Residential and Dining Enterprises, and Conference Services. The APA workswith the September Studies director and ADAA to forecast program resource needs,

recommend funding levels for operations, monitor effective use of resources, and review vendorpayments. The APA supervises the 75% Administrative Associate position for SeptemberStudies, the Housing and Dining Liaison (Contract), and a varying number of student staff.

FUNCTIONS, DUTIES & RESPONSIBILITIES:

(50%) Academic Program Management
http://tinyurl.com/8a3ebylhttp://tinyurl.com/8a3ebylhttp://tinyurl.com/8a3ebyl


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Manage, develop, and implement administrative policies and procedures with emphasis onSeptember Studies to ensure high-quality programming, efficient student, staff, and facultyservices, and smooth internal operations. Analyze obstacles and recommend general guidelines regarding September Studies and SISprograms, for example student fees and financial aid, registration timing and processes;collaborate closely with university offices (i.e. Registrar, Residential Education, Financial Aid,

Residential and Dining Enterprises, and Conference Services) to carry out policies includingcommunicating and monitoring compliance with VPUE agreements, SIS guidelines, anduniversity policies; ensuring accurate shared information between faculty, academicdepartments, university offices, and SIS; and coaching on administrative practices regarding theprograms. Support database queries and research (including supervision of staff in compilinginformation), analyze data, draft written reports, design visual presentations of data, etc. toinform policy and curricular decisions made by SIS directors, particularly in relation toSeptember Studies. Establish and maintain accurate archival records of September Studies programs and courses,making this information accessible as needed for projects undertaken by the September Studiesdirector.

Oversee student staff recruitment, staff application, faculty selection, and commitmentprocesses for September Studies. Collaborate with SIS associate directors to design and create September Studies trainingmaterials for faculty and student staff and to plan and implement training/orientation sessions. Create tracking timelines for senior staff deadlines, often exercising influence without formalauthority; analyze substantial seasonal workload variations and arrange to deploy administrativeresources as needed in order to meet project deadlines and workflow demands. Direct efforts of staff responsible for administering student and staff selection processes,college support logistics (such as field trips, housing and dining logistics, and events), and otheraspects of September Studies.

(25%) Program Improvement Analysis and Student Outreach

Analyze and recommend general policies to director and associate directors to improvestudent outreach and assist in envisioning, planning and implementing new programs forsummer students, including improved student outreach and efforts to build on SIS experiencesfor the freshman, sophomore, and junior class throughout the academic year. Coordinate September Studies and SIS communications for all aspects of assigned SISprojects, maintain print and electronic communications for staff and student recruitment,publicity, program content editing, and assessment. Participate in developing new messagingplatforms. Coordinate administrative communications for senior staff on their behalf and/or intheir voice. Design, manage and maintain web-based student, staff, and faculty processes (including webforms and web publishing) for SIS/September Studies databases. Apply in-depth knowledge of projects and unit needs to help coordinate development of data

management tools and systems, working collaboratively with the Finance and OperationsAdministrator and VPUE IT staff. Forecast September Studies program needs during planning phase to ensure alignment withbroader unit financial objectives, in support of the Associate Directors and Director. Recommend funding levels for operations budgets and to ensure optimal uses of resources.

(15%) Residential Housing Coordination Direct and implement policies and procedures to assure exemplary residential studentexperiences in summer programs.


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Oversee recruitment, hiring, and training of residential graduate student staff and student staffrecruitment and selection processes for September Studies. Assist in the creation and delivery of training materials for faculty and student staff. Coordinate or oversee the development of timelines and cost -effective housing assignmentpolicies with Conference Services, Housing Assignments, and Dining Services.

(10%) Supervision Supervise two staff (Administrative Associate and Housing and Dining Liaison) and overseeSeptember Studies workload of Program Assistant). Identify training needs and guide ad-hoc training for SIS staff on the proper use of all coursescheduling and enrollment systems, as well as in-house data systems (e.g. VCA), assuring thatstaff are sufficiently trained (and cross-trained) with software tools, knowledge, andunderstanding of their roles in handling data queries. Assist supervisees in their professional and career growth and development. Set employee goals and evaluate staff performance, implementing corrective action asnecessary.

QUALIFICATIONS

Education: Four-year college degree or equivalent

Experience: 5+ years of progressively responsible program administration and management for a complexorganization, preferably in an academic environment. Demonstrated planning and project management experience including the ability to managecomplex, multiple tasks on-time and on-budget; and analyze student demand. Experience in negotiating and collaborating for the purpose of obtaining agreement Demonstrated ability to learn new software applications including relational databases quickly

with limited training. Substantial writing experience appropriate to a higher education environment. Experience and / or strong interest in working in an academic institution with a commitment tothe principles of undergraduate education. Experience working with high-level campus officers, external dignitaries and their agents. Experience working with a diverse student population and experience supervising studentworkers. Demonstrated understanding of the complex structure of administration in an academicenvironment. Familiarity with and appreciation of the undergraduate education objectives of a researchuniversity. Knowledge of university policies governing student affairs, faculty affairs, information security,

and finance. Knowledge of Stanfords institutional structure and administrative systems, policies andprocedures preferred. Advanced competence in use of office, financial and internet software as management tools(Microsoft Office and Access). General understanding of social media concepts, tools, and implementation.

Skills & Abilities: Excellent oral, written and interpersonal skills necessary for communicating/interacting


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professionally with individuals/groups at all levels including faculty and top universityadministration, as well as internal and external constituents including dignitaries. Strong organizational skills and acumen, with the ability to manage time effectively andcomplete assignments within designated deadlines. Demonstrated capacity in exerting influence without authority; ability to coordinate withexternal administrative or academic units to implement policy and attain program goals.

Political acumen, and ability to exercise sound judgment, tact, and discretion in handlingconfidential and sensitive matters. Strong analytical skills and facility with quantitative information, e.g., enrollment analysis. Ability to deal effectively with ambiguity and change, make quality decisions, take initiative, setand re-order ones own and others priorities, and be flexible. Ability to multi-task, respond quickly to workflow fluctuations or changes in priorities as set byDirectors and Assistant Directors, and to meet deadlines accordingly. Proven ability to define issues, strategically and creatively plan options and propose solutionsin an administrative environment. Ability to deal effectively with ambiguity and change.

academic program administrator - stanford university - job description

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