Operations Manager

University of the Pacific • Stockton, CA

1d

About The Position

Under the supervision of the Director of Academic Affairs, performs duties relevant to the implementation and management of the academic program and related functions. University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways sociocultural forces related to race, gender, ability, sexuality, socioeconomic status, etc. impede or propel students, faculty, and staff.

Requirements

• Knowledge of: Intermediate level of expertise in Microsoft Word, PowerPoint, and Outlook (with calendaring); Best practices in academic records management and maintenance. FERPA requirements. Commencement processes. BANNER or similar Student Information System.
• Ability to: Manage time, organize duties/assignments, set priorities, and meet multiple deadlines. Provide consistent high-level customer service to students, faculty, staff, alumni, and visitors. Maintain confidentiality of student records in accordance with all laws and regulations. Demonstrate excellent attention to detail, problem-solving solving and follow-through skills. Demonstrate strong communication and interpersonal skills. Establish and maintain records systems.
• Experience: Minimum of three years responsible experience in a related records/academic administrative office.
• Education: Bachelor’s degree

Nice To Haves

• Knowledge of: Advanced level of Excel. Web content management programs, room scheduling software programs ( EMS ), and online survey tools (Qualtrics).
• Ability to: Work effectively and accurately with multiple interruptions. Take initiative in the organization and maintenance of departmental responsibilities, projects and procedures. Work productively under pressure with minimal supervision. Project a professional image.
• Experience: Experience in an academic setting.
• Other: Experience and sensitivity in working with people of diverse backgrounds and cultures. Demonstrated experience in advancing social justice, equity, and inclusion in a university setting. Ability to engage and integrate culturally responsive practices and knowledge in their work.

Responsibilities

• Provide support for the Office of Academic Affairs, including scheduling and confirming academic meetings, including applications for California licensure and law & ethics exam, course content verification letters, and forms requiring the dean’s or associate dean’s signature; draft and maintain student, advisor, and other rosters for internal and external uses.
• Manage the midterm, final examination, and class schedules, including distributing the call for exams, drafting schedules, circulating for comment, and posting to the website; assist with the administration of examinations and study space.
• Manage contacts, track absences, and notify faculty and other personnel of student absences from school; notify director of academic affairs and/or associate dean of excessive absences or violations of policy. Initiate use of technology to manage and track this work.
• Update and maintain the webpage for the Office of Academic Affairs, including calendars & schedules, rosters and photos, faculty handbook, and academic-related portions of intranet documents (e.g., licensure policy, national board policy, graduation guidelines).
• Interface with the San Francisco Registrar’s Office on requests, quarter class schedules, room reservations for academics, etc.
• Manage the academic standing process including running academic standing and creating, reviewing, and distributing students’ academic contracts quarterly. Manage letter distribution to graduating students who are not making satisfactory progress. Serve as lead in letter distribution for academic standing and graduation eligibility. Advise students on academic standing process, and additional issues as needed. Support students and advocates in preparation for academic progress meetings.
• Create and distribute quarterly student ratings of instruction forms and process reports for faculty.
• Coordinate graduation events, including applications, graduation fair, regalia ordering and distribution, awards, graduation program, and class plaque. Provide board certification for current students (Integrated National Boards, Canadian Boards)
• Collaborate and coordinate annual surveys and data outcomes(master management, CODA annual survey, DAT validity study, ADEA senior student survey, etc.)
• Serve as committee representative for academic affairs on curriculum committee, first-year advisors committee; create agendas and distribute meeting minutes. Collaborate with Curriculum Committee, Director of Academic Affairs, Associate Dean, faculty, and department chairpersons to create 12-month academic schedules.
• In collaboration with IT, test and maintain technology used to support office, students, staff, and faculty operations. Create and update procedures accordingly. Run reports. Manage paper and electronic student records in Laserfiche for enrolled students and alumni.
• Perform all other duties and projects as assigned by the Director of Academic Affairs.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager