Assistant/Associate Director, Academic Support Svcs

University of Florida•Gainesville, FL

13d•Onsite

About The Position

This position is responsible for the marketing of the academic program to include development of marketing strategies and strategic planning. The success of the program is contingent upon the ability to generate interest and enrollment. A critical aspect of the marketing function is the responsibility for developing corporate contacts to motivate interest in the program and to generate student applications. This requires personal contact with human resources personnel and/or technical managers, including visits to corporate sites, and the organization and presentation of information sessions at remote locations that attract potential applicants, human resources personnel, and/or technical managers. Recruitment efforts also include collaboration with other schools with the goal of promoting awareness of higher education opportunities for working professionals. Examples of such collaboration include membership and participation in various formal higher education alliance groups (e.g., Tampa Bay Higher Education Alliance and Central Florida Higher Education Alliance), and attending and presenting displays at education fairs held off campus at corporate sites. To conduct these activities, this position requires frequent travel throughout the state. Responsibilities include negotiating promotional contracts with newspapers, magazines, radio stations and other outlets, and the development of promotional materials such as brochures, flyers, postcards, and newspaper and radio advertisement copy. Responsibilities also include managing the OEM Program's Internet presence and strategic development and use of this presence to promote the program. This position provides direction, priorities, and ongoing guidance to the OEM academic assistant on marketing, recruitment, and communications tasks (e.g., event coordination, promotional materials, communication lists, and follow‑up outreach) to ensure alignment with program strategy. This position is responsible for advising and guiding prospective students in the completion of their applications, and for the timely and accurate processing of student applications, including handling application fees and confidential application materials. It is crucial for this position to establish and maintain contact with potential applicants, screen them for admissibility, and to encourage them to apply, when appropriate. Following up with prospective students and providing assistance with application forms and procedures is often necessary. The position evaluates transcripts and other submitted application materials and is responsible for conducting interviews with applicants either in person or by telephone and advising on the final admission decisions. The position is responsible for advising and counseling admitted students, and for resolving issues in an appropriate fashion, frequently interacting with personnel in the Office of Admissions and the Graduate School. The associate director works with and advises the OEM academic assistant in application and admissions processing activities, including file preparation, summary reports, review cycles, and decision letter processing, to ensure accuracy, timeliness, and consistent communication with applicants. This position supports the Director in advancing the strategic growth of the OEM Program, including managing capacity issues that arise from program expansion, implementing recommendations on the timing of adding new cohort(s), and assisting in the development and pursuit of growth opportunities such as potential program extensions and customized offerings at on-site corporate facilities. In fulfilling these responsibilities, the Associate Director advances and reinforces the Director’s strategies and initiatives, ensuring that the program’s tradition of the highest-quality graduate education remains the highest priority. This position is responsible for developing and recommending policies pertaining to the OEM Program and for interpreting and implementing educational and administrative policies and regulations, ensuring that all policies and activities are in compliance with applicable rules for non-traditional program offerings, including off-book program and distance learning guidelines, as appropriate. The position is also responsible for recognizing and implementing new promotional and technological opportunities to develop, publicize, and deliver the academic program. The associate director provides direction and mentoring to the OEM academic assistant regarding program procedures and practices, ensuring that assistant‑level tasks and documentation align with program policies and university regulations. This position is responsible for budget preparation and the monitoring and management of revenues and expenditures. The position oversees the calculation of student program fees, as well as invoicing and accounting for student fees. The position monitors payments and will occasionally be required to take action to enforce payment deadlines and to implement payment collection activities. The associate director provides training, and guidance to the OEM academic assistant on fiscal and student account tasks (including student fee monitoring, invoices, receipts, PCard‑related purchases, and vendor interactions) to maintain accurate records and effective controls. This position frequently works with students and teaching faculty to identify student needs and to respond to these needs by providing tools that will guide students in learning and course completion. Examples include the organization, coordination, and notification to students about study sessions and Q&A sessions held at remote sites, and facilitation and coordination of professional tutoring services for OEM students by ISE graduate students or other individuals with appropriate expertise. This position also monitors faculty performance in the program (via student surveys and teaching evaluations) and advises the OEM Program Director of cases in which faculty performance in the program does not meet program standards. The associate director coordinates with and advises the OEM academic assistant on student‑facing processes (such as registration, holds, course material distribution, and faculty evaluations) to ensure consistent, high‑quality student services and effective support for instructors. This position promotes alumni relations and fosters networking opportunities among program participants and with graduates; it also acts as liaison for students and alumni with potential employers, as well as with the Career Connection Center. The associate director may delegate operational tasks related to events, communications, and data tracking to the OEM academic assistant and provide ongoing feedback and mentoring to support effective alumni and employer engagement. This position functions for the OEM Program Director in their absence, as required. The position is responsible for planning and implementation of all program events, including monthly class meetings, study sessions, orientation weekend for new students, graduation events, and social receptions designed to promote networking opportunities among students, faculty, and prospective students. The associate director provides leadership, priorities, and mentoring to the OEM academic assistant in planning and executing these events, including venue selection, catering, logistics, and on‑site support. This position is responsible for ensuring that classes are delivered in a smooth and efficient manner. The associate director works closely with the OEM academic assistant to coordinate classroom and facility requirements, course materials, student access, and other operational details necessary for effective course delivery.

Requirements

AST DIR, Academic Support Svcs: Master’s degree in an appropriate area and two years of relevant experience; or a bachelor’s degree in an appropriate area and four years of relevant experience.
ASO DIR, Academic Support Svcs: Master's degree in an appropriate area and four years of relevant experience; or a bachelor's degree in an appropriate area and six years of relevant experience.

Nice To Haves

Broad computer skills, including fluency in database design and management, web site design and maintenance, word processing and spreadsheet applications.
Excellent organizational skills, creativity, and initiative.
A technical degree is preferred.
Experience in higher education is desired.

Responsibilities

Develop marketing strategies and strategic planning for the academic program.
Generate interest and enrollment through marketing efforts.
Develop corporate contacts to motivate interest in the program and generate student applications.
Conduct personal contact with human resources personnel and/or technical managers, including visits to corporate sites.
Organize and present information sessions at remote locations.
Collaborate with other schools to promote higher education opportunities for working professionals.
Negotiate promotional contracts with media outlets.
Develop promotional materials such as brochures, flyers, postcards, and advertisement copy.
Manage the OEM Program's Internet presence and strategic development.
Provide direction, priorities, and guidance to the OEM academic assistant on marketing, recruitment, and communications tasks.
Advise and guide prospective students in completing applications.
Process student applications accurately and in a timely manner, including handling application fees and confidential materials.
Establish and maintain contact with potential applicants, screen them for admissibility, and encourage them to apply.
Follow up with prospective students and provide assistance with application forms and procedures.
Evaluate transcripts and other submitted application materials.
Conduct interviews with applicants and advise on admission decisions.
Advise and counsel admitted students and resolve issues.
Work with and advise the OEM academic assistant in application and admissions processing activities.
Support the Director in advancing the strategic growth of the OEM Program.
Manage capacity issues arising from program expansion.
Implement recommendations on the timing of adding new cohorts.
Assist in the development and pursuit of growth opportunities.
Develop and recommend policies pertaining to the OEM Program.
Interpret and implement educational and administrative policies and regulations.
Recognize and implement new promotional and technological opportunities.
Provide direction and mentoring to the OEM academic assistant regarding program procedures and practices.
Prepare budgets and monitor and manage revenues and expenditures.
Oversee the calculation of student program fees, invoicing, and accounting.
Monitor payments and enforce payment deadlines and collection activities.
Provide training and guidance to the OEM academic assistant on fiscal and student account tasks.
Work with students and teaching faculty to identify student needs and provide tools for learning and course completion.
Organize, coordinate, and notify students about study sessions and Q&A sessions.
Facilitate and coordinate professional tutoring services.
Monitor faculty performance in the program and advise the OEM Program Director of cases where performance does not meet standards.
Coordinate with and advise the OEM academic assistant on student-facing processes.
Promote alumni relations and foster networking opportunities.
Act as a liaison for students and alumni with potential employers and the Career Connection Center.
Delegate operational tasks related to events, communications, and data tracking to the OEM academic assistant.
Function for the OEM Program Director in their absence, as required.
Plan and implement all program events, including class meetings, study sessions, orientation, graduation events, and social receptions.
Provide leadership, priorities, and mentoring to the OEM academic assistant in planning and executing events.
Ensure classes are delivered in a smooth and efficient manner.
Coordinate classroom and facility requirements, course materials, student access, and other operational details for effective course delivery.