Senior Manager of Operations- School of Audiology

PACIFIC UNIVERSITY

4d • Onsite

About The Position

Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship, and practice. At Pacific University, we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge. GENERAL DESCRIPTION OF POSITION: The senior manager of operations is responsible for the overall management and administration of processes for the School of Audiology (SOA), including those related to accreditation. This position reports to the Director of the SOA and is a year-round, in person appointment.

Requirements

• Earned associate degree or equivalent
• Minimum 3 years administrative office management experience
• Demonstrates ability to work in and positively contribute to a highly interprofessional and collegial academic environment, with the ability to establish and maintain effective working relationships with students, faculty, staff, the audiology community, and the public
• Demonstrates critical thinking skills in problem-solving and decision-making
• Demonstrates confidentiality regarding information pertaining to all students, faculty, staff, etc
• Demonstrates ability to work independently and also as a team member
• Takes responsibility to eliminate the source of problems; seeking assistance when necessary
• Advanced experience with a variety of business software and database applications
• Has excellent word processing skills, and knowledge of current office practices and office equipment operations
• Demonstrates effective interpersonal skills as well as exemplary verbal and written communication skills
• Is able to prioritize assignments, maintain well organized filing systems, manage multiple projects simultaneously, meet deadlines, and maintain adherence to applicable confidentiality laws (FERPA, HIPAA, etc)
• Understands financial management and related systems
• Able to extend work hours to address school needs, as requested
• Represents the school and the university in a professional manner and collaborates well with all university departments and constituents

Nice To Haves

• Earned bachelor’s degree
• Degree or experience in business, healthcare management, or audiology/communication disorders
• Previous supervisory experience
• Previous experience in an academic setting

Responsibilities

• Develops, implements, modifies, manages, maintains, and supervises the overall daily operations and workflow of the SOA administrative office.
• Provides onsite supervision and scheduling of SOA clinical education specialist staff.
• Hire, train, and supervise student employees, including but not limited to: onboarding through Paycom, managing time cards, and assignment to faculty and/or projects.
• Tracking and reconciliation of budget for 3 cost centers – SOA Instruction, SOA Administration, and SOA Pacific EarClinic.
• Reviews budget reports against actual and projected expenditures, prepares and submits expenses to meet university and vendor deadlines.
• Tracks grant costs, manages student scholarships and the Student Academy of Audiology account.
• Leads and coordinates SOA campus events (e.g. Student Orientations, Interview Days, White Coat Ceremonies, SOA Graduation, SOA faculty/staff retreats, etc).
• Responsible for the procurement of SOA technology, supplies, and other materials for the 3 cost centers.
• Works closely with University Information Services (UIS) and Purchasing regarding shredding, copiers/printers, computers, classroom audio/visual equipment, etc
• Assists in the completion of accreditation reports (annual, re-accreditation) and coordination of accreditation site visits in collaboration with the SOA Director.
• Collaborates with the Director of the SOA for administrative responsibilities including: scheduling meetings, making professional development travel arrangements for faculty/staff, disseminating information, semester & academic year calendar planning, marketing, compiling information for reports to the Board of Trustees, etc.
• Develops, implements, modifies, and supervises office procedures related to the administration of the School and ongoing maintenance of program operating files and systems in a complete, accurate, and confidential manner as required by FERPA and HIPAA laws.
• Manages, updates, distributes, and assures proper storage of school records consistent with SOA, university, and accreditation requirements, to include monitoring and establishing deadlines when necessary.
• Serves as liaison to other campus student services, including: Registrar, Financial Aid, Business Office, Libraries, MarComm, and other offices as needed.
• Creates work orders with Pacific University Facilities and with the building management team.
• Facilitates course registration for 3 cohorts of students, ensuring all courses and faculty assignments are submitted with accurate information each semester.
• Tracks student progress towards program/degree completion in conjunction with the Registrar, SOA Director, and faculty.
• Manages school records (i.e. accreditation documents, surveys, contracts, affiliation agreements, student records, personnel documents, etc) in accordance with university and accreditation requirements.
• Serves as administrator for student data tracking with 3rd party vendors for onboarding requirements, as well as overseeing the onboarding of students each academic year
• Collaborates with the Graduate Admissions Office during admissions season; includes selecting, training, and managing Student Ambassadors
• Onboards all new faculty, staff, adjunct faculty, and work-study personnel.
• Manages the administrative aspects of the application and hiring processes in collaboration with SOA search committees, the Director, and Human Resources
• Supervises and approves time cards & time off requests for clinical education specialist staff and work-study personnel.
• Provides support for the AuD program accreditation activities, including reporting and payment needs in collaboration with the Director and relevant University offices
• Maintains recordkeeping of SOA meetings including taking minutes, drafting the agenda in collaboration with the Director.
• Is expected to bring knowledge of university systems, policies, and timelines to support the mission and goals of the School
• Collaborate with faculty to assist with proctoring exams, as needed
• Volunteer work at university events
• Attend monthly Business Operations meetings, Budget Management meetings, and All Staff meetings
• Perform other related duties as assigned.

Benefits

• Generous paid time off (for vacation, holidays—including winter break—and sick leave)
• Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
• Comprehensive dental and vision plans
• Generous retirement contribution after one year of service with no match required
• Free mental health appointments
• Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
• On-campus benefits, including free access to our sports facility and library
• Discounts on campus food, bookstore purchases, clinic services, and outdoor program gear rentals (including kayaks, snowshoes, and bikes)

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree