Offices & Directories

Academic Affairs Specialist (Assistant to Provost & Chief Academic Officer)

ANNOUNCEMENT OF ADMINISTRATIVE NON-EXEMPT POSITION OPENING

POSITION:    Academic Affairs Specialist (Assistant to Provost & Chief Academic Officer)
POSITION CODE:   A6727
DEPARTMENT:
   Academic Affairs
APPOINTMENT:   Administrative, full-time, 40 hours/12 months
STARTING SALARY:   $21.12–$23.75 per hour
INTRODUCTORY PERIOD:   12 months
AVAILABLE:    June 17, 2013
POSTING DATE:   May 31, 2013
APPLICATION DEADLINE:   Open until filled

DESCRIPTION:
  Under the direction of the Vice President for Academic Affairs, provides administrative program support for the Academic Affairs Office which encompasses the College of Arts and Sciences, School of Business, School of Education, and School of Continuing Studies. Significant responsibilities involve formal and legal processes for faculty appointments, reappointments, promotions, tenure, leaves, and disciplinary actions within the framework of the university's policies and procedures. This position is critical to the faculty review process and is responsible for conducting continuous quality control.

Duties and responsibilities include, but are not limited to:

  • Prepares correspondence, records, reports, agendas, forms, personnel actions, contract letters, payroll forms, and other documents in support of the Vice President; types, proofs, duplicates, and distributes; serves as official record keeper of actions; prepares and processes expense reports; processes out going and in-coming mail.
  • Coordinates the faculty review process for full-time faculty, including initial appointments, reappointments, promotions, tenure, senior reviews, leaves, terminations, and disciplinary actions for the College of Arts and Sciences, School of Business. and School of Education; significant responsibility for maintenance of Academic Affairs faculty records; coordinates new full-time faculty appointments for the College of Arts and Sciences, School of Business, and School of Education; prepares administrative reviews and manages records on candidates eligible for review or leave; coordinates appointments made to foreign national faculty ensuring compliance with government and visa requirements; assists with relocation and house-hunting activities and new faculty orientation meetings and logistics; prepares payroll forms and maintains files.
  • Serves as administrative liaison in Academic Affairs Office to the Faculty Review Committee and coordinates the faculty appeals process and faculty grievance process; gathers documents and information for University counsel on matters involving legal issues with faculty. 
  • Assists in the facilitation of institutional and faculty governance; archivist for formal records maintained for faculty, accreditation, and legal purposes; sets Academic Assembly meetings and distributes schedule to faculty; updates governance Moodle sites; performs backup duties when Assembly Secretary is absent by taking minutes and distributing memorandums; maintains faculty governance committee membership lists; coordinates annual Fall Faculty Retreat and logistics.
  • Administrative liaison to the University of Redlands’ Retirees Organization; coordinates and attends four events annually including Annual Spring Luncheon, Fall High Tea, one off-campus event, and seminars; publishes and distributes organization’s newsletter and mailings to members; maintains records of organization members and surviving spouses; votes on Advisory Committee.
  • Oversees coordination of President’s High Table Series and other special events, including invitations, speakers, reservations, collection of monies, and other logistics related to events.
  • Coordinates production of College of Arts and Sciences, School of Business and School of Education commencement programs.
  • Maintains and tracks departmental budgets for select programs within Academic Affairs; such as institutional and faculty governance, faculty research awards, President’s High Table Series, and the Redlands’ Retirees Organization.
  • Maintains faculty and administrator sections of University’s Catalog for submission to the Office of Registrar.
  • Provides supervision, training, instruction, coordinates activities, recommends discipline and/or makes hiring decisions for student employees. General responsibilities and activities.
  • Performs other related duties and special projects as assigned or directed.

MINIMUM QUALIFICATIONS:  Position requires a Bachelor’s Degree plus a minimum of three (3) to five (5) years progressively responsible experience in a similar position or an equivalent combination thereof (post high school education and experience). Considerable knowledge of office procedures, methods and techniques; word processing, and spreadsheets (PC Windows environment, Microsoft Office, Moodle, and Datatel preferred). Successful candidate must possess excellent organizational and communication skills, both verbal and written; have good independent judgment and a demonstrated ability to set priorities; be able to maintain multiple ongoing tasks on a tight deadline; work cooperatively with co-workers, supervisors, faculty, students, and other constituencies.  Ability to maintain strict confidentiality and uphold integrity, work independently, exercise initiative, use independent judgment, and use high levels of tact and diplomacy in dealing with all constituents. Successful candidate must be able to interact competently with a culturally and ethnically diverse population of students, faculty, staff, and other constituencies. In compliance with the Americans with Disabilities Act, if selected for the interview process and accommodations are needed, please call 909-748-8040.

TO APPLY: Submit cover letter, resume, salary history, and the names, addresses, and telephone numbers of three (3) professional references to apply@redlands.edu or mail to: Human Resources, University of Redlands, PO Box 3080, Redlands CA 92373-0999.

FOR MORE INFORMATION CALL OUR JOBLINE AT 909-748-8883 OR VISIT www.redlands.edu/offices-directories/human-resources/jobs.aspx

SUBMISSION OF A RESUME OR APPLICATION INDICATES AGREEMENT THAT THE UNIVERSITY MAY VERIFY ANY AND ALL INFORMATION CONTAINED THEREIN

MEMBERS OF UNDERREPRESENTED GROUPS ARE ENCOURAGED TO APPLY

AN EQUAL OPPORTUNITY EMPLOYER


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