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Director of Academic Affairs Operations and Special Projects

Washburn University
Kansas, United States
Salary Not Specified
Posted date
Jul 26, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Accreditation, Chief Academic Officers & Vice Presidents, Other Academic Affairs, Executive, Provosts
Employment Type
Full Time
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Position Details

Position Title

Director of Academic Affairs Operations and Special Projects

Position Number


Position Summary

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 leadership team.

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 Academic Affairs.

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 skills.

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 assigned.

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 Functions

Essential Job Functions of Position

  • 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 Affairs.
  • 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 annual reports.
  • 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 accreditation.
  • 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 completion.
  • 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 appropriate.

Non-Essential Job Functions of Position

Education and Experience

  • 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 initiatives.

Knowledge, Skills & Abilities

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 operations.
  • 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 communications.
  • 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, and Banner.
  • 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 diplomatic manner.

Master’s degree.
Direct management of academic operations experience at a high level is desired.

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.

Advertised Pay


Work Schedule

Regular Business Hours


Full Time

Average Hours per Week


Months per Year






EEO Statement

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 parental status.

Posting Number


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
Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a Bachelor's degree?
    • Yes
    • No
    • Yes, by the end of semester of hire.
  2. * Do you have a Master's Degree?
    • Yes
    • No
    • Currently completing
  3. * 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
  4. * Do you have seven years of progressively responsible professional experience in an academic organization or management position?
    • Yes, 7 years
    • Yes, 7-10 years
    • Yes, more than 10 years
    • Yes, less than 7 years
    • No
Documents Needed to Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

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