Academic Affairs Manager

the CIA•San Antonio, TX

13h•$55,000 - $60,000

About The Position

At the direction of the Associate Dean of Academic Affairs, the Academic Affairs Manager is responsible for assisting and facilitating the communication, administration, and operational controls of all campus educational activities resulting in the growth and development of the San Antonio campus educational programming. The Academic Affairs Manager has direct accountability for promoting the CIA’s educational mission and core values of excellence, professionalism, ethics, and respect for diversity. The Academic Affairs Manager contributes to the overall success of the Institute and participates as a member of the education leadership team, managing and supporting the smooth functioning of San Antonio degree programs delivery. This position is responsible for monitoring procedures to ensure full compliance with the Institute’s accrediting organizations and implementation and adherence to the rules and regulations set forth.

Requirements

Associate’s degree or equivalent professional experience.
A minimum of two (2) years of successful administrative experience in an educational field.
A minimum of three (3) years of demonstrated teaching experience.
Demonstrates exceptional communication and organizational skills, sharp attention to detail, a broad-based knowledge of CIA programs, services, and facilities.
Excellent written and verbal and presentation skills; documented or demonstrated skills or experiences which verify professional communication ability.
Strong computer experience, which must include abilities to work effectively with MS Office suite product, i.e., Word, Excel, PowerPoint.
Ability to use sound judgment and discretion in handling sensitive issues with confidentiality and discretion.
Must display a high level of energy and self-motivation.
Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
Basic planning, organizational, management, budgetary and supervisory skills required.
Ability to work a flexible work schedule, including nights and weekends, as required by business needs.
Regular work requires a great deal of sitting and standing for extended periods.
Ability to lift and carry up to twenty-five (25) pounds.
Regular work requires the use of a computer, sometimes in excess of eight (8) hours per day.

Nice To Haves

Bachelor’s or Master’s degree in a food-related or educational field.
Pro Chef III, CMC, CMPC, CMB desired.

Responsibilities

Manages the day-to-day operations of full-time, adjunct, and visiting faculty in all degree and certificate programs.
Coordinates the efficient scheduling of faculty and courses.
Schedules all faculty and adjuncts to ensure coverage for all classes.
Works with the Registrar, plans and projects class schedules and faculty assignments in advance for all programs each academic year.
Monitors and evaluates classrooms and labs for functional issues.
Works with the facilities department to correct any issues and the Manager of Facilities Operations to ensure OSHA and ADA compliance.
Ensures appraisal of any changes and/or updates to the college/educational initiatives and implements these updates where appropriate.
Meets with students to discuss problems or complaints and assists in devising equitable responses and solutions according to policy utilizing appropriate Institute resources.
Collaborates with career services to ensure that students are submitting externship agreements in a timely manner.
Establishes relationships with industry partners to create approved externship site opportunities and schedule opportunities for students to engage with industry leaders and partners.
Participates as an effective spokesperson for the CIA and its educational programs to students, guests, and other visitors to the San Antonio campus.
Creates on-the-fly coverage plan(s) when faculty call-out to ensure continuity of instruction and reduce the likelihood of having to cancel classes.
Assists with graduation protocol and development of menus prepared by 4 th term students, including execution of the event.
Manages student orientation protocols including proper distribution of tool kits, uniforms, and orientation meetings and events.
Works collaboratively with the Assistant Registrar & Manager - Student Services utilizing Colleague student information system to project, maintain, finalize, and assign faculty schedules.
Conducts system reviews and/or audits for quality improvement and participates in the regular evaluation of the scheduling process in conjunction with the staffing and scheduling committee.
Informs the stakeholders and the Registrar of situations that result in a scheduling conflict as per a defined conflict resolution process.
Monitors faculty time away from work, and attendance / tardiness issues, and refer to the appropriate Associate Dean for handling. Identifies cyclical and pattern issues as they relate to faculty absenteeism.
Develops and implement long-term operating procedures for staffing. Maintain a system for proctoring assignments across all faculty.
Manages a cross training system that would allow for faculty to be trained in multiple areas to improve depth, faculty knowledge, prepare them for curriculum innovation changes, and to improve quality of instruction in some areas.
Establishes processes and procedures for ensuring that all faculty Human Resources and Payroll transactions are accurately handled on a weekly basis. Oversees the entry of appropriate approved overtime, sick/personal time, leaves of absence, sabbaticals, travel and all other transactional issues including or stipend additions or removals pertaining to the status of current faculty into the HRIS system.
Ensures that faculty attendance, overtime, sick/personal time, leaves of absence (including medical leave), swaps, sabbaticals, professional development and other incidental payments pertaining to the status of current faculty is accurately processed and monitored within the payroll system.
Leads the hiring process for Earn and Learn students within San Antonio Academic Affairs, including but not limited to reviewing eligible applications, arranging interviews with faculty, reviewing and approving error-free time sheets, and working with faculty to complete all assessments in a timely manner.
Collaborates with the campus Assessment Coordinator to ensure the timely and accurate execution of assessments and collection of assessment data.
Monitors CIA Cares and supports outreach to students to complete feedback and establish success plans.
Collaborates with faculty and adjuncts to support student retention and persistence, participates in progress report meetings, and collaborates with faculty and student academic support when an “at risk” student is identified.
Ensures compliance with dress code, proper hygiene and sanitation are upheld in all classrooms and labs.
Organizes testing, evaluation and score compilation of potential full time and adjunct faculty in accordance with Institute policies and procedures.
Provides technological leadership and disseminates understanding of the use of technology and other tools which support faculty, students, and the San Antonio Academic Affairs department administration.
Encourages and supports the integration of instructional technology into the curriculum i.e., on-line instruction, interactive video, flipped classroom etc.
Guides and assists faculty with development of print and digital educational materials in accordance with CIA content and style standards.
Oversees, monitors, and ensures the input of error-free bi-weekly payroll, the payment of stipends, scheduling of personal, sick and vacation time for faculty, overtime assignments, adjunct rates, and payments.
Collaborates with Teaching Kitchen Manager to ensure that students have the large equipment and small hand-tools they need and in sufficient supply in lab classes.
Any and all other duties as assigned.