Director of Academic Affairs Operations and Special Projects
The Director of Academic Affairs Operations and Special Projects is
responsible for a wide range of projects and activities that
support the operations, strategies, and affairs of the Office of
the Vice President for Academic Affairs ( VPAA ). The primary
purpose of this position is to lead the academic operations team to
ensure processes, practices, and procedures of the Office of
Academic Affairs consistently meet deadlines and achieve desired
outcomes while providing high levels of service. In addition, the
position is responsible for directing the academic operations team
and for leading many projects on behalf of the VPAA and the VPAA’s
This position is the primary point of contact for academic affairs
operations and works closely with college, school, and departmental
leadership across the University to strategically and
collaboratively define, develop and direct effective and efficient
systems, practices, and administrative policies of the Office of
The director takes the initiative to determine and thoughtfully
administer processes that support academic affairs, including but
not limited to overseeing: day-to-day operations; oversight and
administration of vital academic processes, systems, software
platforms, and technology; office staffing initiatives; academic
catalog; university program review and departmental annual reports;
and gathering and disseminating requested academic information to
the Kansas Board of Regents. This position also serves on several
key academic and faculty committees and workgroups, participates as
a member of the VPAA’s leadership team, and is included as a
representative of the Office of the Academic Affairs on various
initiatives, as needed.
The Director of Academic Affairs Operations and Special Projects
must routinely maintain balance among multiple important
priorities, meet deadlines, exercise good judgment in various
situations, and exhibit strong organizational and communication
This position requires strategic thinking to drive the smooth and
effective operations of the Office of Academic Affairs; a
dedication to developing successful collaborations with other key
departments; a capacity to lead, define, develop and drive
operational systems practices, protocols, and policies; must be
skilled and comfortable operating with discretion and a high level
of confidentiality to effectively manage and resolve sensitive
matters; an ability to take initiative, make decisions and use
sound judgment to effectively navigate the affairs of the Office of
Academic Affairs; a dedication to inclusion and belonging; and an
ability to successfully manage projects and initiatives as
Over time, the Director of Academic Affairs Operations and Special
Projects is expected to develop a comprehensive knowledge of
Washburn University, its programs, personnel, and the external
environment in which the University operates.
Essential Job Functions of Position
Non-Essential Job Functions of Position
Education and Experience
- Oversees and manages general administrative office operations
for VPAA office; collaborates to define, develop and drive
operational systems, practices, protocols, and policies; oversees
the Office’s smooth and efficient day-to-day operations and by
extension supports the overall operations of the Office of Academic
- Plans, coordinates, directs, and prioritizes the activities of
the academic operations team; maintains and ensures office calendar
of activities and documentation of routine processes; recommends
process changes to improve operational practices/procedures for
increases in efficiency, timeliness, impact, and/or quality.
- Responsible for maintaining, tracking, and updating all matters
relating to degree programs, general education, and University
required curriculum and notification of any other university
departments as necessary.
- Serves as administrator for numerous academic software
platforms, including catalog ( CAT ), curriculum management ( CIM
); leads and oversees the updating of Academic code tables in the
appropriate software programs.
- Responsible for planning, coordinating, and executing all
aspects of the university program review process and departmental
- Responsible for maintaining the files and electronic records of
the Office of Academic Affairs and for devising the overall office
plan for record maintenance.
- In partnership with the Associate VPAA, assists and provides
support as needed for Higher Learning Commission
- Responsible for gathering and disseminating information,
compiling reports, and coordinating with VPAA and AVPAA on all
academic matters with the Kansas Board of Regents.
- Responsible for maintaining and updating the Office of Academic
Affairs web pages.
- Serves on or supports key committees and assigned college
workgroups/task-force teams and participates in the Academic
Leaders Team and any associated training.
- Responsible for carefully interpreting requests, mandates,
policies, and procedures to provide information to the VPAA and the
VPAA’s leadership team to inform strategic initiatives.
- Works independently on projects from conception to
- Leads and supports special projects as assigned. Establishes
timelines, monitors activities, and contacts participants
/stakeholders to complete tasks/reviews and submit information and
documentation on time. Tracks program applications, activities,
notifications and follow-ups according to program requirements.
Compiles and provides information for reports and/or other purposes
as needed or requested.
- Leads resolution communication on outstanding items for special
projects, committees, and teams.
- Performs additional job-related duties as assigned or as
Knowledge, Skills & Abilities
- Bachelor’s degree.
- Seven years of progressively responsible professional
experience in an academic organization or management position.
- A minimum of three years of supervisory experience.
- Proven experience successfully managing projects and
The desired candidate is an experienced professional with proven
success, capable of independent and strategic work. Presents
experience serving as the point person and expert source of
information, with a collaborative and flexible style, developing
trusting, long-term relationships with constituents, and creating
and maintaining a team culture with a commitment to service.
Displays an ability to manage complex matters and ability to work
collaboratively across all levels of the organization. Must be
detail-oriented with strong interpersonal and communication skills,
tact and discretion. Must be able to work independently and as part
of a team and balance shifting priorities.
- Working knowledge of academic affairs and related
- Effective organizational skills with the ability to interpret
and execute complex academic policies and procedures.
- Decision-making, analytical, problem-solving, critical
thinking, and resource management skills.
- Ability to respond promptly and effectively to
- Able to plan for and meet critical deadlines and adapt to new
information and situations.
- Strong interpersonal and communication skills to engage with
diverse people, situations, and ideas.
- Competency in technical and data manipulation skills to use
systems and software applications, including MS Office 365, Adobe,
- Awareness of FERPA regulations is required. Must be capable of
maintaining confidential information and performing a wide range of
duties that require developing consensus and maintaining a
Direct management of academic operations experience at a high level
Licenses, Certifications & Registrations
Additional Requirements (e.g. Physical Demands)
Campus Security Authority
Special Instructions to Applicant
The interview process may require the completion of skills
assessments to determine proficiency in the software and skills
needed to perform the essential functions of the position. If
additional testing is required, the information will be provided to
candidates selected for interviews.
Regular Business Hours
Average Hours per Week
Months per Year
Washburn is dedicated to providing a student-centered and teaching
focused academic environment and a curriculum that engages the
diversity of human experience across the globe. We seek candidates
who are committed to Washburn’s efforts to create a climate that
fosters the growth and development of a diverse student body, and
we encourage applications from members of groups that have been
historically underrepresented in higher education. Application
materials should clearly articulate how the candidate will
contribute to the University’s commitment to diversity and
inclusion through their teaching, research, and/or service.
Washburn University is an EOE . Washburn University provides equal
access to and opportunity in its programs, facilities, and
employment without regard to race, color, religion, age, national
origin, ancestry, disability, sex, sexual orientation, gender
identity, genetic information, veteran status, or marital or
Background Check Required?
Driving History Checked?
Drug Screen Required?
Anticipated Start Date
Position End Date (if temporary)
For earliest consideration apply by
Posting Close Date
Open Until Filled?
Quick Link for Direct Access to Posting
Required fields are indicated with an asterisk (*).
Documents Needed to Apply
- * Do you have a Bachelor's degree?
- Yes, by the end of semester of hire.
- * Do you have a Master's Degree?
- Currently completing
- * How many years of supervisory experience do you have?
- 0 - None
- Less than a Year
- 1 year
- 2 years
- 3 years
- 4 years
- 5 years
- 6 years
- 7 years
- more than 7 years
- more than 10 years
- more than 15 years
- * Do you have seven years of progressively responsible
professional experience in an academic organization or management
- Yes, 7 years
- Yes, 7-10 years
- Yes, more than 10 years
- Yes, less than 7 years
- Cover Letter