Academic Operations Manager
Hamline University
- Saint Paul, MN
- $31.25 per hour
- Permanent
- Full-time
- Orchestrate and coordinate complex daily operations for the Provost's Office
- Lead and develop a team of Faculty Assistants
- Serve as primary point of contact for incoming calls/mail, routing or taking action as appropriate
- Advise faculty, staff, students, and committees on processes, forms, and procedures
- Compile briefings for executive leaders
- Prepare materials for Board of Trustees and committee meetings, coordinating pre-meeting logistics
- Promote awareness and compliance with all applicable policies, standards, and regulations
- Process new hires and assist with onboarding (e.g., key requests, Canvas access)
- Coordinate the Faculty Annual Reflection process, communicating timelines and maintaining records
- Coordinate review processes for tenure, promotion, and post-tenure review, communicating timelines and maintaining records
- Coordinate faculty awards and recognition programs to celebrate excellence and impact
- Coordinate processing of overload/additional compensation for full-time faculty
- Coordinate the process for faculty sabbaticals
- Manage and maintain databases to track hiring, academic ranks, review schedules, sabbatical schedules, and retirements/resignations/terminations
- Assist Department Chairs in coordinating/conducting full-time faculty searches
- Coordinate the Student Progress Committee and related processes (e.g., recognition of students for the Dean's List)
- Provide document support for various processes (e.g., HLC accreditation)
- Collaborate with the University Events office to organize special events (e.g., Phi Beta Kappa initiation; awards ceremonies, end-of-year celebration)
- Track allocations and expenditures of specific budgets, ensuring fiscal responsibility and compliance with appropriate policies and limitations
- Verify accuracy of pay invoices/reimbursements in a timely fashion
- Monitor academic expenditures to ensure fiscal responsibility, alignment with strategic priorities, and compliance with limits and regulations
- Manage technology leases for all academic units
- Implement a well-organized system of notifications and reminders to ensure timely awareness and completion of time-sensitive tasks
- Co-manage daily calendars to assist with scheduling for the Provost team
- Streamline and automate processes to improve efficiency and accuracy where possible; for example, by leveraging the Google Workspace ecosystem, including Gmail, calendar, drive, and Gemini (AI)
- Excellent problem-solving skills, including the ability to analyze problems, draw relevant conclusions, and devise appropriate courses of action
- Outstanding ability to multi-task and adapt to changing priorities and tasks
- Strong attention to detail
- Excellent time management skills and organizational skills
- Ability to work independently, take initiative, develop office procedures, and handle multiple tasks in a professional, well-organized manner, even in an environment with frequent interruptions
- Excellent presentation, written, and verbal communication skills
- Proven ability to work under stress and tight deadlines
- Ability to handle highly confidential and/or sensitive information and materials appropriately, including compliance with the Family Educational Rights and Privacy Act (FERPA) when handling and maintaining confidential student information
- Ability to anticipate the administrative needs of the Office of the Provost and Dean of the Faculty
- Experience and sensitivity working with students from diverse backgrounds
- Proficiency with computer applications to include Microsoft Office Suite, Google, and Google Apps
- Experience with an Enterprise Resource Planning (ERP) system (e.g., Workday, SAP, Oracle, UKG)
- Working knowledge of Workday
- Experience using AI to increase productivity and efficiency in administrative work
- Ability to understand and adhere to complex policies, rules, and regulations, including the University Faculty Handbook
- Thorough understanding of budgeting/financial rules and policies, standard IRS rules and standard accounting principles, preferably in a university environment
- Bachelor’s degree from an accredited college or university.
- Five (5) years’ professional experience providing administrative support to senior management
- Five (5) years professional customer service experience
- Five (5) years’ experience as an executive assistant to a senior administrator
- Bachelor’s degree from an accredited college or university
- Three (3) years’ experience working in higher education
- Training or experience in an accounting-related field
- Experience with Workday
- Knowledge of, or willingness to learn, AI tools
- Ability to work on a computer for extended periods of time
- Ability to travel to on and off campus locations
- Medical, dental, and vision insurance
- Life insurance
- Short- and Long-Term Disability
- Critical Illness and Hospital Indemnity
- 403(b), 403(b) matching
- Paid Time off, including vacation time, paid holidays and safe and sick leave time off
- Employee assistance program
- Flexible spending account (FSA)
- Health savings account (HSA)
- Tuition waiver