Academic Affairs Coordinator-Operations/Special Projects

Position Details

Position Information

Position Title

Academic Affairs Coordinator-Operations/Special Projects

Position Number

001243

Position Summary

The Academic Affairs Coordinator leads various aspects of Washburn University’s faculty affairs through ownership of processes and interactions with faculty, staff, and community stakeholders. The Academic Affairs Coordinator will focus on faculty affairs and special projects assigned by the Director, Academic Operations and Special Projects, including but not limited to support of faculty development, faculty governance, academic catalog processes, donor/Foundation related projects, recognition, and retirement.

Essential Job Functions of Position

Provides day-to-day responses to CourseLeaf Course and Program Entry questions, as well as providing initial troubleshooting and correcting workflow problems in CourseLeaf; schedules and executes processes related to catalog production, including archive, catalog advance, migrations, and final publishing; provide first-level general catalog information oversite and updates catalog information not flowing from the CourseLeaf Curriculum Management module. Assists the Director of Academic Operations and Special Projects on final catalog editor approval functions, workflow improvements, liaison interactions with Leapfrog/Course Leaf vendor, planning for and testing upgrades and product enhancements.

Manages the office’s projects involving donor relations and donor-sponsored projects, in collaboration with the Washburn University Foundation; building meeting schedules, timelines, materials, and executing various tasks as assigned.

Prepares Washburn University Board of Regents agenda items regarding faculty affairs, ensuring these items adhere to university policy and departmental deadlines.

Responsible for managing the overall interaction and facilitation of Faculty Senate and General Faculty meetings in collaboration with each committee’s officers.

Supports the University’s faculty committees, including oversight of scheduling, adherence to university policies, and appointing of committee members by the Office of Academic Affairs, Faculty Senate, and academic units; ensures adherence to the Faculty Handbook, University standards, and guidelines set forth by the Higher Learning Commission; supports meetings for committees such as the following: Faculty Affairs, Research Grants, Major Grants, Faculty Development Grants, Sabbatical, Sweet Sabbatical, Undergraduate Probation and Reinstatement, Medical Withdrawal, Promotion and Tenure Standards, Faculty Handbook, and others as assigned.

Works with the Director of Faculty Development and other appropriate staff to support VPAA internal grant, Sabbatical and Sweet sabbatical, employee recognition, and promotion and tenure processes and events; this includes monitoring workflow, documentation and record-keeping, keeping abreast of deadlines, and providing exemplary communication to all faculty and academic units.

Provides additional support for the Manager for Academic Scheduling and Commencement as requested by the Director of Academic Operations and Special Projects; assists with the EMS room scheduling software, reviewing schedules, and assisting with commencement activities before and during the ceremonies; provides training for commencement marshalls, readers an hooders; works closely with the Director of Academic Operations and Special Projects on the oversite of EMS (room scheduling software) implementations and software updates.

Supports the KU Osher Lifelong Learning Institute to schedule classroom space and help host the first session of workshops by getting non-traditional students acclimated to WU; routes the annual MOAs to the General Counsel for approval, and returns signed MOAs to the Institute.

Builds and maintains professional working relationships with university community members; over time, the employee is expected to develop a comprehensive knowledge of academic and administrative departments as well as university programs and procedures.

Works closely with the Administrative Specialist and Office Coordinator to ensure the VPAA team is equipped with all information and materials necessary for the successful execution of their daily agendas; provides guidance in scheduling, organization, and implementation of support practices for the office executives; participates in the evaluation of current processes and guides implementation of process changes as necessary.

Hires, trains, supervises and evaluates Student Employees.

Work with appropriate staff to provide updates as needed to the Academic Affairs website and SharePoint intranet site.

Performs additional job related duties as assigned or as appropriate.

Non-Essential Job Functions of Position

Education and Experience

Required:
Bachelor’s degree or a combination of post-secondary education and additional administrative experience equivalent to a degree.

At least two years of experience in data collection, analysis, and reporting for compliance purposes. Experience coordinating programmatic activities and reporting on their outcomes. Experience using Microsoft Office.

Preferred:
Bachelor’s degree. Experience with project management; past work in a college or university environment

Knowledge, Skills & Abilities

• Demonstrated skills managing simultaneous, varying/competing tasks with multiple stakeholders, in a rapidly changing office with frequent interruptions.
• Effective organizational skills with proven ability to perform and prioritize multiple tasks successfully with impeccable attention to detail.
• Proven experience providing high levels of customer/client service and response, support and communication.
• Proven ability to interact professionally, and establish and maintain professional relationships with key stakeholders.
• Effective communication skills.
• Demonstrated proactive approaches to solving problems and making decisions appropriately.
• Highly resourceful team-player, with the ability to be extremely effective independently and manage their deadlines.
• Advanced knowledge of Microsoft Office suite (Outlook, Excel, Word and PowerPoint) and adapt to new standalone and enterprise software solutions.
• Ability to become familiar with University specific programs, university departmental contacts

Licenses, Certifications & Registrations

Additional Requirements (e.g. Physical Demands)

Ability to lift up to 25 pounds

Campus Security Authority

No

Special Instructions to Applicant

Advertised Pay

$22/hour

Work Schedule

Regular Business Hours

Benefits

• After completing one year of service in a benefits-eligible position, the University will contribute an amount equal to 10% of base pay into an employee’s defined contribution plan with TIAA .
• After one year of continuous employment, eligible employees may officially enroll in University courses for credit or audit without paying applicable tuition and fees. Law School Courses excluded.
• For an overview of the excellent benefits package, Washburn provides employees visit Washburn benefits.

Full-time/Part-time

Full Time

Average Hours per Week

40

Months per Year

12

FLSA

Non-Exempt

FTE

1

EEO Statement

Washburn is an EOE and is dedicated to providing a student-centered and teaching-focused academic and work environment. We seek candidates who are committed to Washburn’s efforts to create a campus 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 and/or marginalized in higher education.

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 Detail Information

Posting Number

S0430P

Background Check Required?

Yes

Driving History Checked?

No

Drug Screen Required?

No

Anticipated Start Date

08/19/2022

Position End Date (if temporary)

For earliest consideration apply by

08/17/2022

Posting Close Date

Open Until Filled?

Yes

Quick Link for Direct Access to Posting

https://washburn.peopleadmin.com/postings/5008
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have a Bachelor’s degree or a combination of four years post-secondary administrative work experience?
   • Yes
   • No
2. * Do you have experience managing multiple tasks while working independently?
   • Yes
   • No
3. * Do you have at least two years of experience coordinating ongoing and/or special projects?
   • Yes
   • No
4. * Are you proficient with Microsoft Office (Excel, Word, Outlook)?
   • Yes
   • No
5. * Do you have experience using the administrative side of the Ellucian Banner ERP? The administrative side of Banner does not include Banner Student Self-Service, Banner Faculty Self-Service, etc.
   • Yes
   • No

Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents