Program Manager, Academic Personnel

Job Profile:

Administrative Operations Specialist 3

Job Family:

Administrative Operations

Time Type:

Full time

Max Pay - Depends on experience:

$75,000.00 USD Annual

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and five (5) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Description:

Under general supervision by the Associate Dean of Faculty, this position will assist in advancing academic personnel processes as well as strategic initiatives for The College of Liberal Arts and Sciences through work with the Associate Dean of Faculty and the Assistant Dean of Career-Track Faculty.

Salary Range: $65,000 - $75,000 per year; DOE

Essential Duties:

• Provide dedicated administrative support to the Associate Dean of Faculty and the Assistant Dean of Career-Track Faculty, including coordination of the Associate and Assistant Deans' Outlook calendars, travel arrangements, and materials for meetings and presentations; where appropriate, exercise judgement and authority in managing the Associate and Assistant Deans' time and priorities

• Prepares for and coordinates all events for the Associate Dean of Faculty, the Assistant Dean of Career-Track Faculty, and the Office of Academic Personnel, including:

  • Arranging and managing equipment and technology before and throughout the meeting

  • Compiling and maintaining RSVP lists

  • Sending email notifications, reminders, and calendar invitations

  • Placing catering orders and organizing deliveries

  • Preparing all necessary paperwork related to the meetings/events in accordance with University policies and procedures

  • Creating and/or editing PowerPoint slides or other materials as needed

  • Compiles, prepares, and maintains background material related to meetings and events

• Assist with college-level administration of all faculty/academic personnel reviews including, but not limited to, promotion and tenure, probationary review, multi-year renewal, career-track promotion, annual evaluations, and sabbaticals

• Coordinates and provides administrative support as appropriate for the Dean's Faculty Advisory Committee, the Dean's Academic Professional Advisory Committee, the Committee on Committees, the Committee on Quality of Instruction, The College Senate, and other college/university committees as assigned

• Manages The College committee election process including correspondence with the units and committee members

• Manages The College chairs and director annual survey and self-evaluation process

• Coordinates submission of bylaws and promotion criteria documents from the academic units to The College and then to the Provost's Office

• Acts as Records Steward for the Office of Academic Personnel

• Builds and maintains productive working relationships with personnel affiliated with academic personnel issues including unit personnel, The College financial team, and The College administrative team

• Provides back-up to other staff in the office

• Processes various financial business forms on behalf of the Associate and Assistant Deans and the Office of Academic Personnel

• Coordinates special assignments and projects as requested (e.g., annual filing projects, updating contact lists, etc.)

• Maintains spreadsheets and databases, and prepares routine reports as needed; independently researches and prioritizes issues

• Coordinates website updates on behalf of the Office of Academic Personnel with The College IT team

• Performs other duties as assigned

Desired Qualifications:

• Experience using Microsoft Office applications (i.e., Excel, PowerPoint, Word, Outlook) and Adobe Acrobat to create and/or edit PDF documents

• Demonstrated knowledge of principles, practices, and procedures of human resources administration, focused on academic personnel

• Experience maintaining positive working relationships with a range of internal and external stakeholders

• Experience working effectively in team environments subject to tight deadlines and quickly changing priorities

• Experience handling confidential and sensitive information

• Evidence of effective verbal, written, oral, and interpersonal communication skills

• Demonstrated knowledge of exemplary customer service principles through actively listening, acknowledging and responding to every inquiry

• Evidence of effective problem-solving and decision-making skills in a complex organization

• Experience with directly supporting an administrator and managing complex schedules

• Experience in event planning and coordinating a range of events, meetings, and activities, including working with event vendors and contracts operating within established policies and protocols

• Experience in the application of Arizona State University policies and procedures

• Experience with faculty personnel actions administration at a major research university, including, but not limited to, hiring and recruitment, promotion and tenure, expedited tenure review, probationary reviews, promotion process for career-track faculty and academic professionals, annual faculty evaluations, and sabbatical leaves.

• Experience using Interfolio/APARS products -- Faculty Search, ASU Vita, and Review, Promotion & Tenure (RPT)

Working Environment:

• Activities are performed in an environmentally controlled office setting.

• Subject to extended periods of sitting, keyboarding, and manipulating a computer mouse.

• Occasional standing for varying lengths of time and walk moderate distances to perform work.

• Occasional bending, reaching, lifting, pushing, and pulling up to 25 pounds.

• Regular activities require the ability to quickly change priorities which may include and/or are subject to the resolution of conflicts.

Department Statement:

The College of Liberal Arts and Sciences (The College) is the largest college at ASU and is organized in a divisional structure comprised of Humanities, Natural Sciences, and Social Sciences. The atmosphere is collegial, priorities are fluid and demands for assistance come from many directions. This position provides an opportunity to exercise initiative, work with populations and enhance leadership skills.
The College offers the greatest choice and diversity of studies of any school at Arizona State University, the largest public university in the United States. In addition to top academic programs, award-winning faculty, and state-of-the-art lab and research facilities, The College offers unique opportunities to explore a vast spectrum of academic disciplines - from science and math to languages and philosophy - that few other colleges and universities can provide. The College has 90+ undergraduate majors and 140+ graduate degrees housed in 23 interdisciplinary schools and departments. The College is redefining liberal arts and sciences education for the 21st century.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal Funding

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

Please use the link below to log in using single sign-on.

https://www.myworkday.com/asu/d/inst/1$9925/9925$23799.htmld

To be considered, your application must include all of the following attachments:

• Cover letter

• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU's Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance - For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement:

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.