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Job Posting Title:

Job Description:

Job Title: Administrator for Academic Initiatives and Operations

Primary Purpose/General Description:

The Administrator for Academic Initiatives and Operations provides high-level, strategic administrative support to the Associate Director and Academic Affairs Leadership Team in the Office of Academic Affairs. This position plays an integral role in the planning, coordination, and execution of a wide range of academic initiatives and operational functions that directly support the College’s academic mission. Working independently and collaboratively, the Administrator for Academic Initiatives and Operations exercises sound judgment in managing sensitive information, setting priorities, and implementing administrative systems that align with departmental goals and institutional policies.
 

Key areas of responsibility include supporting internally funded academic programs and grants, coordinating national scholarship nomination processes, assisting with summer session operations, managing special academic initiatives and communications, and providing financial operations support. The role also includes serving as a secondary resource for student employment processes, event logistics, and purchasing functions, ensuring continuity of operations during high-demand periods.

This position requires exceptional organizational, communication, and analytical skills, along with a commitment to professionalism, confidentiality, and service excellence. The Administrator for Academic Initiatives and Operations is a key contributor to Academic Affairs’ mission: "We empower academic excellence through professional administrative support, collaboration, and integrity."
 

Essential Functions / Duties and Responsibilities

Strategic Administrative Support:

• Provide comprehensive, high-level administrative support to the Associate Director and members of the Academic Affairs Leadership Team, ensuring smooth and efficient daily operations.Serve as a strategic partner in the planning, coordination, and execution of departmental initiatives and projects.

• Exercise independent judgment in prioritizing tasks, and responding to time-sensitive requests on behalf of the leadership team.

• Prepare, edit, and manage confidential correspondence, reports, presentations, and meeting materials with a high degree of accuracy and professionalism.

• Organize and coordinate leadership meetings, retreats, and other internal events, including scheduling, logistics, agenda preparation, and follow-up documentation.

• Maintain effective systems for managing sensitive and confidential information in compliance with institutional policies and best practices.

• Anticipate the administrative needs of leadership and proactively identify opportunities to improve workflow, efficiency, and internal communication processes.

• Liaise with other administrative units across the college to facilitate cross-functional collaboration and ensure alignment with institutional priorities.

• Serve as a key resource and thought partner for internal process development

Special Academic Initiatives:

• Support the coordination and execution of high-profile academic projects, including:

• Innovation Accelerator

• AI Strategic Planning Process

Academic Program and Communication:

• Collaborate with academic leadership and the Office of Communications to develop and maintain web content related to special academic programs.

• Recommend and implement improvements to content strategy to ensure accuracy, accessibility, and timely updates across digital platforms.

Internal Academic Grant & Program Oversight:

• In coordination with the Associate Dean of the Faculty, manage the full lifecycle of internally funded academic initiatives, including:

• Summer Research Program

• Student-Directed Projects

• Travel Grants

• Summer Enrichment Programs

• Faculty Professional Development Grants

• Responsibilities include solicitation, proposal intake and tracking, eligibility evaluation, documentation management, and monitoring of award disbursements and reporting requirements.

Summer Session Program Support:

• Work closely with the Assistant Dean of Academic Affairs to manage the operational and financial aspects of summer session programming

• Track enrollment and teaching assignments to support accurate stipend calculation and student employment allocations.

National Scholarship Administration:

• Serve as the institutional liaison to the Goldwater and Astronaut Scholarship Foundations.

• Collaborate with the Associate Director, Dean of the Faculty, and the Department Chairs Committee to:

• Develop nomination strategies

• Review candidate eligibility

• Coordinate faculty recommendations

• Guide student applicants

• Ensure timely and compliant submission of materials

Financial Operations and Compliance:

• Support the Associate Director in financial oversight tasks, including budget reconciliation, expense tracking, and year-end financial close.

• Process financial transactions such as reimbursements, journal entries, and complex expense reports.

• Review financial documentation for accuracy and compliance with institutional policies.

• Lead or assist with finance-related projects and initiatives as needed.

Student Employment and Event Support (Backup Role):

• Serve as backup support to the Administrative Coordinator for Events and Special Projects in the following areas:

• Student hiring, onboarding, and payroll timecard verification

• Administrative coordination during peak activity periods or in the absence of primary staff

Purchasing and Reimbursement (Backup Role):

• Provide secondary support for student-related purchasing and reimbursement processes

• Ensure all transactions comply with college policies and guidelines, in coordination with the Administrative Coordinator for Events and Special Projects.

Required Knowledge, Skills, and Abilities

• Administrative and Operational Skills: Proven ability to manage complex administrative and financial tasks independently. Strong critical thinking skills to improve workflows, support decisions, and align operations with department goals. Experience managing project documentation, budgets, and reporting with minimal supervision.

• Communication and Interpersonal Skills: Excellent written and verbal communication. Able to draft professional materials, edit content, and communicate effectively with faculty, students, staff, and external constituents. Skilled in handling sensitive issues with discretion and professionalism.

• Confidentiality and Compliance: Exercises sound judgment in handling confidential information and ensures compliance with institutional policies and ethical standards. Maintains discretion with faculty and student records, and financial data.

• Financial and Analytical Skills: Skilled in reviewing and analyzing financial data, including budgeting, expense reconciliation, and journal entries. Adept at identifying discrepancies, ensuring data accuracy, and providing actionable insights. Proficiency with tools such as Workday Financials, Google Sheets, and Microsoft Excel preferred.

• Project Management: Capable to independently plan and execute projects while successfully managing multiple deadlines in a fast-paced academic environment.

• Technology Skills: Proficient in Google Workspace and Microsoft Office. Familiarity with Adobe Sign, WordPress, Kuali Build, and Workday Financials is a plus. Able to assess and improve tools and processes for efficiency. Demonstrates strong ability and willingness to quickly learn new software and adapt to evolving technology needs.

• Professionalism and Teamwork: Takes initiative, is accountable, and solves problems proactively. Represents the office with professionalism and integrity. Maintains organized workspaces, uses resources responsibly, and supports a collaborative and inclusive environment.

• Flexibility and Event Support: Willing to assist with events and special projects, including occasional evening or weekend work. Adapts well to changing priorities and evolving institutional needs.

Preferred Qualifications

• Experience supporting academic leadership or working within higher education environments, particularly in roles requiring discretion, project oversight, and cross-departmental coordination.

• Familiarity with institutional systems such as Workday Financials, Kuali Build, WordPress, and Adobe Sign.

• Demonstrated success managing internal grant processes, academic programming, or strategic administrative initiatives.

Remote Work Eligibility:
Category B:
All staff positions, regardless of remote work eligibility, require an initial 30-calendar-day on-campus work period. Based on an evaluation by the Area Leadership Group (supervisor, area leader and area Cabinet member) and HR, this position is classified as Category B as defined in the College’s Remote Work Policy, with occasional ad-hoc remote work flexibility (as needed). Upon approval by the Area Leadership Group and HR, this position requires you to work exclusively on campus during the academic year and up to two remote work day(s) during the non-academic year. Please note these days may vary depending on departmental and College needs. Additionally, remote work is subject to the College’s remote work policy. The College reserves the right to revoke or modify a remote work arrangement for any staff, at any time and for any reason as articulated in the College’s remote work policy. 

Standard working hours for this position will generally be from 8:00 a.m. to 5:00 p.m., Monday through Friday, though these hours may vary depending on departmental and College needs.  

All remote work arrangements, including ad-hoc remote work, must be approved by the direct supervisor, area Cabinet member and Human Resources, and are subject to periodic review based on institutional needs. These arrangements are neither guaranteed nor considered entitlements and may change due to factors such as employee performance, evolving business needs, or changes to the position.

Qualification Standards
 

Education:

• A high school diploma or equivalent is required.

• Relevant education, training, or a combination of experience that demonstrates the knowledge, skills, and abilities to perform the responsibilities of the role at a professional level.
   

Experience:

• Minimum of five (5) years of progressively responsible administrative experience, preferably supporting academic programs, faculty services, or strategic initiatives.

• Experience must demonstrate a strong ability to work independently, manage multiple priorities, and handle sensitive or complex administrative tasks with a high level of accuracy.
   

Licenses/Certificates:

• A valid driver’s license and a driving record acceptable to the College’s automobile insurance provider are required for occasional work-related travel or errands.

Employment Information

Hours and Location:

• Standard Hours: Regular hours are Monday to Friday, 8am to 5pm.

• Additional Effort: Occasional additional hours may be required for urgent projects, deadlines, events, or unforeseen circumstances. While work-life balance is valued, flexibility is necessary to meet the demands of the position.

• Office: This position is predominantly on campus. Remote work during non-academic year periods may be approved by the Vice President for Academic Affairs.

Classification and Status:

• Position Type: Exempt, 12 months/year

• Employment Status: Full-time, benefits-eligible

Salary:

The starting salary for this position is $68,640 per year. Annual merit-based increases may be awarded based on performance evaluations.

Reporting:

• Reports to: Associate Director for the Office of Academic Affairs

This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others.  It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Harvey Mudd College is an Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified.