Academic Programs Associate - Oxford College of Emory University

Emory•Oxford, GA

5d•Onsite

About The Position

Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the excellence of our academic community. Description THIS POSITION IS ON THE OXFORD COLLEGE OF EMORY UNIVERSITY CAMPUS, 36 MILES EAST OF ATLANTA. KEY RESPONSIBILITIES: Leads and supports program(s), including developing tools, resources and timelines as needed to ensure program success. Develops and conducts surveys and assessments to identify program needs and gaps, and makes recommendations to management for improvements. Advises management on issues and matters of significance related to current program success and future initiatives. Establishes schedules, oversees arrangements, and provides logistics support for events, conferences, meetings, seminars, and other venues as requested. Gathers and coordinates dissemination of information regarding new or revised policies and procedures, responds to inquiries regarding departmental policies and procedures and makes referrals when appropriate. May manage projects related to student progress, enrollment, registration, and recruitment. May manage various databases and budgets. May serve as liaison and facilitator among program faculty, students, and administration to resolve registration, admissions, and other program-related concerns. May represent the program(s) at recruitment events, conferences, meetings, seminars, and other events. May be required to present and speak on behalf of the program(s). Performs other related duties as required. ADDITIONAL JOB DETAILS: Essential Functions Academic Programs Associate – Academic Affairs 1. Academic Affairs Operational Support & Stakeholder Engagement Provides operational support to Academic Affairs leadership and serves as a resource for faculty and students. Key responsibilities: Provides programmatic and administrative support to Academic Affairs leadership under the direction of the Director of Operations. Serves as a point of contact for Academic Affairs initiatives. Is a thought partner. May represent or act as a department spokesperson in the absence of leadership. Responds to faculty and student inquiries requiring interpretation of policies, procedures, and program guidelines. Participates in professional development related to faculty development and higher education (e.g., POD, AAC&U). 2. Academic Affairs Program & Event Coordination Plans and coordinates major Academic Affairs programs, ceremonies, and faculty engagement events. Key responsibilities: Partners with leadership in developing operational goals and program strategies. Coordinates activities for programs such as: Oxford Center for Teaching and Scholarship (OCTS) Oxford Woodruff Scholars Program Student Conference Grants Plans and executes logistics for Academic Affairs events including: Annual Academic Retreat New Faculty Orientation Faculty Retirement Receptions Student Award Ceremony External Department Reviews Manages nomination processes and administrative support for faculty awards. Coordinates scheduling, materials, communication, travel arrangements, and on-site event management. 3. Faculty Governance & Review Process Administration Administers and supports key faculty governance and evaluation processes within Academic Affairs. Key responsibilities: Coordinates administrative support for faculty review processes including Annual Reports and Tenure & Promotion reviews. Manages documentation, timelines, and distribution of materials related to faculty review cycles. Coordinates logistics for faculty meetings, including agenda distribution, space reservations, attendance tracking, and voting administration. Manages and maintains voting tools and records (e.g., clickers or electronic voting systems). Ensures accurate documentation and record retention of faculty governance decisions. 4. Financial Coordination & Budget Management Supports the operational and financial administration of Academic Affairs initiatives. Key responsibilities: Maintains and tracks budget reports for programs including: Oxford Center for Teaching and Scholarship (OCTS) Oxford Woodruff Scholars Program ADAIA initiatives External department reviews Processes honoraria and stipends associated with programs including: OCTS Classroom Speaker Mini-Grant Program Faculty Mentoring Program Student Conference Grants External Reviews and other stipend-based initiatives Monitors expenditures and maintain records to ensure compliance with institutional financial policies. 5. Communications, Information Management & Reporting Maintains program communications, information resources, and reporting support. Key responsibilities: Maintains and updates Canvas pages and program websites for OCTS and related initiatives. Research and compiles information for reports, presentations, and program summaries. Maintains accurate program documentation and information resources.

Requirements

A bachelor's degree and two years of experience working with academic programs or a related field, OR an equivalent combination of education, training, and experience.

Nice To Haves

Minimum of two years of experience supporting or working within academic programs, preferably in a higher education environment.
Strong attention to detail, with exceptional organizational skills and the ability to manage multiple priorities simultaneously.
Demonstrated ability to work independently with strong self-direction and sound judgment.
Strong leadership abilities, including guiding initiatives and collaborating across teams with campus partners and stakeholders.
Proven capacity for forward planning, anticipating needs, and executing projects with sufficient lead time.
Effective troubleshooting skills with the ability to resolve issues efficiently and proactively.
Excellent written and verbal communication skills.
Demonstrated experience designing flyers, promotional materials, and digital communications using design tools such as Canva or similar platforms.
Must be computer-proficient and able to quickly learn new technologies.
Strong interpersonal and customer service skills.

Responsibilities

Leads and supports program(s), including developing tools, resources and timelines as needed to ensure program success.
Develops and conducts surveys and assessments to identify program needs and gaps, and makes recommendations to management for improvements.
Advises management on issues and matters of significance related to current program success and future initiatives.
Establishes schedules, oversees arrangements, and provides logistics support for events, conferences, meetings, seminars, and other venues as requested.
Gathers and coordinates dissemination of information regarding new or revised policies and procedures, responds to inquiries regarding departmental policies and procedures and makes referrals when appropriate.
May manage projects related to student progress, enrollment, registration, and recruitment.
May manage various databases and budgets.
May serve as liaison and facilitator among program faculty, students, and administration to resolve registration, admissions, and other program-related concerns.
May represent the program(s) at recruitment events, conferences, meetings, seminars, and other events.
May be required to present and speak on behalf of the program(s).
Performs other related duties as required.
Provides programmatic and administrative support to Academic Affairs leadership under the direction of the Director of Operations.
Serves as a point of contact for Academic Affairs initiatives.
May represent or act as a department spokesperson in the absence of leadership.
Responds to faculty and student inquiries requiring interpretation of policies, procedures, and program guidelines.
Participates in professional development related to faculty development and higher education (e.g., POD, AAC&U).
Partners with leadership in developing operational goals and program strategies.
Coordinates activities for programs such as: Oxford Center for Teaching and Scholarship (OCTS) Oxford Woodruff Scholars Program Student Conference Grants
Plans and executes logistics for Academic Affairs events including: Annual Academic Retreat New Faculty Orientation Faculty Retirement Receptions Student Award Ceremony External Department Reviews
Manages nomination processes and administrative support for faculty awards.
Coordinates scheduling, materials, communication, travel arrangements, and on-site event management.
Coordinates administrative support for faculty review processes including Annual Reports and Tenure & Promotion reviews.
Manages documentation, timelines, and distribution of materials related to faculty review cycles.
Coordinates logistics for faculty meetings, including agenda distribution, space reservations, attendance tracking, and voting administration.
Manages and maintains voting tools and records (e.g., clickers or electronic voting systems).
Ensures accurate documentation and record retention of faculty governance decisions.
Maintains and tracks budget reports for programs including: Oxford Center for Teaching and Scholarship (OCTS) Oxford Woodruff Scholars Program ADAIA initiatives External department reviews
Processes honoraria and stipends associated with programs including: OCTS Classroom Speaker Mini-Grant Program Faculty Mentoring Program Student Conference Grants External Reviews and other stipend-based initiatives
Monitors expenditures and maintain records to ensure compliance with institutional financial policies.
Maintains and updates Canvas pages and program websites for OCTS and related initiatives.
Research and compiles information for reports, presentations, and program summaries.
Maintains accurate program documentation and information resources.