Academic Affairs Associate

Loyola Marymount University•New York, NY

1d•Onsite

About The Position

Under minimal supervision, this position will support the Vice Provost for Faculty, Research and Strategy and the Associate Provost for Faculty Affairs and Professional Development. In addition to assisting with the day-to-day functioning of the office’s administrative tasks, the position will manage the development, planning, and implementation of specialized projects within faculty development, faculty hiring, mission integration, and faculty affairs, provide support for research and grant development, and support budget planning to ensure the success of the divisions’ goals. Position Specific Responsibilities/Accountabilities Provide advanced-level administrative support, including manage calendar, schedule meetings, prepare agendas, take meeting minutes, organize documents, and maintain digital filing systems (e.g., Box Sync). Prepare correspondence (confidential and non-confidential), memoranda, forms, reports, and other documents. Monitor and order office supplies, as needed. Prepare, coordinate, and process administrative forms, expense, travel, and invoice reports using Workday. Monitor budgets for appropriate purchases, reimbursements, and orders. Reconcile payments and oversee budget expenditures, process corrections/reclassifications, and draft year end budget reports. 10% Research, design, produce, write, review, and/or edit content including, but not limited to: annual reports, website content, MOUs, newsletters, publicity materials for events, centers, or programs (e.g., advertisements, brochures, etc.), and articles that may appear in university publications, letters, and other general communications. Maintain and monitor content on a regular basis to ensure timely and accurate information. Design and produce content for the Faculty Hub, publicity materials and brochures for events, and other general communications to various stakeholders. Work closely with Marketing and Communications and all the division leaders to maintain and monitor the content on a regular basis to ensure timely, transparent, and accurate information. 10% Research trends in the field (higher education, equity and accessibility, faculty professional development, etc.) and assist in the composition of literature reviews for internal projects, extramural funding and publication opportunities. 15% Oversee the program logistics for all full-time and part-time faculty orientations, Faculty Awards Ceremony, Faculty Hall of Fame, Internal Grants for the Office of the Provost, and the Proposal Writing Academy. 10% Co-develop and manage workflows related to the three phases of faculty outreach/recruitment and hiring in partnership with Human Resources and train college leadership as primary stakeholders. Coordination of revisions and updates to the faculty hiring continuum (request to retain, development of position descriptions/rubrics/interview questions, outreach/recruitment, dept/committee training) in partnership with Human Resources and the Division of Mission. Serve as the central point of contact for faculty search committees throughout the hiring process. Provide ongoing coordination of workflows for all full-time faculty searches. Manage the step-by-step advancement of each department search committee through the hiring workflow, providing support and communication to college/school leadership as needed.15% Work closely with the Associate Provost for Faculty Affairs and Professional Development on issues related to faculty development and evaluation, as appropriate. Support for the development of a faculty exit/offboarding process with quantitative and qualitative data collection, in partnership with HR and Mission. Provide ongoing coordination between HR, the Provost’s Office, individual faculty and colleges/schools. 15% Support the planning and execution of mission-integration events, workshops, and trainings across campus. Collaborate with departments to promote inclusive programming. 10% Assist in implementing LMU’s strategic plan in alignment with the university’s mission toward equity, belonging and inclusion. Monitor progress on goals and report metrics to leadership. Facilitate communication and collaboration among mission-integration committees and working groups. 15% Perform other duties and projects as assigned or requested. Loyola Marymount University Expectations Exhibit behavior that supports the mission, vision, and values of the university. Promote an environment that fosters diversity and inclusion. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.

Requirements

Typically, a Bachelor’s Degree is required.
Minimum four years of experience in capacity building in support of institutional equity and social justice goals, project management and change management, program administration in higher education or equivalent.
Demonstrated experience should include management of highly sensitive information, management of multiple conflicting priorities, and facilitation of communication between numerous parties.
Project management skills involving complex variables and project deadlines.
Exceptional written and oral communication skills evidenced by background in preparing comprehensive reports and executive summaries by incorporating complex, highly technical information.
Experience in effectively communicating with external constituents.
Highly developed organizational and leadership skills.
Ability to resolve problems that may have significant impact on the overall goals of the office.
Demonstrated computer competency (Word, Excel, PowerPoint, Outlook).
Ability to develop advanced skills in Workday, Box Sync, etc.
Demonstrated ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment to accomplish goals based on the division’s activities.
Must be flexible and adapt to change easily, be able to work independently and as a team member, and have strong interpersonal and problem-solving skills.
This is a fully in-person position, Monday - Friday.

Nice To Haves

A Master’s Degree is preferred.
Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.

Responsibilities

Provide advanced-level administrative support, including manage calendar, schedule meetings, prepare agendas, take meeting minutes, organize documents, and maintain digital filing systems (e.g., Box Sync).
Prepare correspondence (confidential and non-confidential), memoranda, forms, reports, and other documents.
Monitor and order office supplies, as needed.
Prepare, coordinate, and process administrative forms, expense, travel, and invoice reports using Workday.
Monitor budgets for appropriate purchases, reimbursements, and orders.
Reconcile payments and oversee budget expenditures, process corrections/reclassifications, and draft year end budget reports.
Research, design, produce, write, review, and/or edit content including, but not limited to: annual reports, website content, MOUs, newsletters, publicity materials for events, centers, or programs (e.g., advertisements, brochures, etc.), and articles that may appear in university publications, letters, and other general communications.
Maintain and monitor content on a regular basis to ensure timely and accurate information.
Design and produce content for the Faculty Hub, publicity materials and brochures for events, and other general communications to various stakeholders.
Work closely with Marketing and Communications and all the division leaders to maintain and monitor the content on a regular basis to ensure timely, transparent, and accurate information.
Research trends in the field (higher education, equity and accessibility, faculty professional development, etc.) and assist in the composition of literature reviews for internal projects, extramural funding and publication opportunities.
Oversee the program logistics for all full-time and part-time faculty orientations, Faculty Awards Ceremony, Faculty Hall of Fame, Internal Grants for the Office of the Provost, and the Proposal Writing Academy.
Co-develop and manage workflows related to the three phases of faculty outreach/recruitment and hiring in partnership with Human Resources and train college leadership as primary stakeholders.
Coordination of revisions and updates to the faculty hiring continuum (request to retain, development of position descriptions/rubrics/interview questions, outreach/recruitment, dept/committee training) in partnership with Human Resources and the Division of Mission.
Serve as the central point of contact for faculty search committees throughout the hiring process.
Provide ongoing coordination of workflows for all full-time faculty searches.
Manage the step-by-step advancement of each department search committee through the hiring workflow, providing support and communication to college/school leadership as needed.
Work closely with the Associate Provost for Faculty Affairs and Professional Development on issues related to faculty development and evaluation, as appropriate.
Support for the development of a faculty exit/offboarding process with quantitative and qualitative data collection, in partnership with HR and Mission.
Provide ongoing coordination between HR, the Provost’s Office, individual faculty and colleges/schools.
Support the planning and execution of mission-integration events, workshops, and trainings across campus.
Collaborate with departments to promote inclusive programming.
Assist in implementing LMU’s strategic plan in alignment with the university’s mission toward equity, belonging and inclusion.
Monitor progress on goals and report metrics to leadership.
Facilitate communication and collaboration among mission-integration committees and working groups.
Perform other duties and projects as assigned or requested.