Academic Operations Manager

USNH Employees should apply within Workday through the Jobs Hub app

Under general supervision of the Interim Provost and Vice President of Academic Affairs, perform a variety of duties in support of the cluster/discipline and academic administrative services operation, using independent judgment in applying and adapting university guidelines, policies and procedures. This position is critical in its ability to provide consistent, historical stableness to the operation structure of the cluster/discipline through training, adherence/knowledge of institutional policy, procedures and rules and regulations. Essential skills and abilities include: Creative problem-solving, autonomy and resourcefulness, flexible, efficient and organized, preparedness and ability to anticipate needs, discretion, confidentiality, professional and personable demeanor, ability to stay current with technology tools as they become available.

Job Duties:

Academic Program Coordination: 50-60%

• Coordinate all aspects of work and functions of program(s)/discipline(s): facilitate and support academic administrative activities (i.e. classes, guest lecturers, seminars, workshops, practicums, and cluster projects) providing service & support to students, faculty, staff, parents, guests and community partners; administer course & classroom scheduling and workload reporting; manage all incoming inquiries, research/troubleshoot and/or refer to appropriate resources and provide timely, accurate response resolution.

• Act as program/discipline contact for Admissions and assist with open houses, tours and orientation activities.

• May provide screening/processing support in Admissions process for specialty programs/disciplines.

• Serve on boards/committees to represent university/program/discipline issues and report to stakeholders.

• Institutional and Administrative Compliance: manage policy, regulatory & rules compliance; manage adherence to published processes & procedures; facilitate safety compliance & risk analysis

• Data Collection & Stewardship: maintain database, perform data entry and retrieval, create spreadsheets and reports, and compile statistics.

• Document Management & Reporting: create, distribute and retain documents such as brochures, handbooks, program/discipline publications, periodicals, hand-outs and other written materials as assigned.

• Communication: Direct marketing outreach materials: create using marketing templates, control compliance and certify authorization for all cluster/department related marketing and outreach materials.

• Distribute general program information, assistance and/or research and conduct activities to support program including creating and maintaining displays, bulletin boards, postings, etc.

• Communicate related matters and/or specific policy information and assist in updating and/or developing policies and procedures.

• Maintain up to date web page content.

• Facilities Management – Space, Wall Space, Furniture, Equipment, Tools, & Inventory

• Enter, track, and record work orders.

• Manage use of space and coordinate moves providing resources and supplies as required.

• Purchase, monitor and maintain inventory of office and academic supplies and technology.

• Act fiscally responsible in meeting the needs of the program/discipline.

• Create and maintain attractive, safe program/ discipline work spaces.

Finance: 30-50%

• Represent the cluster/discipline with Financial Services Center.

• Oversee budget monitoring, reporting and assist in preparation.

• Purchase supplies, equipment and tools using USHOP, purchase orders, and PCards.

• Document, track, report and ensure policy compliance of direct pays, personal reimbursements, professional development funds and faculty/student travel.

• Assist with contract facilitation by working with cluster/discipline team and finance.

• Oversee program/discipline grants and scholarships.

• Oversee program/discipline student awards, honor society and course fees.

• Process faculty financial forms (e.g. Personal Reimbursements and Professional Development forms) in a timely and accurate manner.

Staff Management: 5-15%

• Manage student/supplemental staff including supervision, recruitment, training, mentoring and advising.

Human Resources: 5-10%

• Facilitate human resource activities such as employee on/off boarding, new hire orientation, act as search committee participant, insure compliance with Department of Labor laws and university policies, and approve student and adjunct staff payroll.

Project Management: 5-10%

• Administrative liaison for project management within the program/discipline/university.

• Support project initiatives through coordination, deadline management, record keeping, document preparation, and research for projects that include upgrades to technology, research, cluster projects, and accreditation.

• Manage events and conferences

• Coordinate Accepted Student Letter project.

• Student Support: Manage student staff including hiring, supervision, recruitment, training, mentoring, advising.

• Approve and adjust payroll as needed.

• Provide support to AU student clubs and Honors Societies.

• Outdoor Center Duties (temporary while the OC is not staffed): Student hiring paperwork timecards & issues Process USHOP supply orders for climbing wall, OC, etc.

• Service calls

Minimum Qualifications:

• High school graduation and seven years of related experience involving duties of increasing responsibility requiring discretion and independent judgment, or Associate’s Degree and five years of related experience, or a combination of higher education and related experience equal to seven years.

• Advanced computer skills, including complex word processing, e-mail, spreadsheets, database management, use of search engines, keyboarding skills, and other software applications as required by hiring department/unit.

• Effective written and oral communication skills.

• Supervisory skills.

• Experience in public relations, office supervision, grant-funded programs, marketing, telecommunications or publications as specified by department.

• Organizational skills.

• Ability to establish and maintain effective working relationships with faculty, staff, students and the general public.

• Ability to work independently and as a part of a team in a high-volume, fast-paced environment that experiences frequent changes and interruptions

• Self-motivated and committed to continuous improvement and willingness to learn new tasks

• Creative and independent

• Strong problem solving and customer service skills

• Work experience in college/university environment.

• Aptitude to recognize issues in an appropriate and professional manner while maintaining a high degree of confidentiality of administrative decisions.

• Ability to collaborate and communicate effectively with faculty, staff, students and external stakeholders.

• Office management experience with the ability to prioritize multiple tasks.

• Technologically Adept: proficient in Microsoft Office 365, experience with or a willingness to learn Workday, Wordpress, time management software, and budget software.

Applicant instructions:

Applicants should be prepared to upload the following documents when applying online within the Resume/Cover Letter section of your application:

• Resume/CV

• Cover Letter

Applications that are missing any of the required items may not move forward for consideration. Additional uploaded documents not requested in the position announcement will not be reviewed.

Plymouth State University offers high-quality baccalaureate, graduate, and doctoral degree programs. Through research and innovative community partnerships, the University contributes to the economic, social, cultural, and environmental development of the North Country and Lakes Region of New Hampshire and beyond.

Plymouth State University (PSU) is transforming the campus to create a first-of-its-kind university holistically organized around integrated clusters. Our goal is to provide a dynamic interdisciplinary and innovative learning environment. Students, faculty, staff, and community will connect to solve real-world challenges that will benefit people and organizations at all levels. We are a residential and comprehensive university with a warm and engaged learning community focused on teaching excellence and regional engagement. The University is located in the heart of the Lakes Region and White Mountains of New Hampshire and serves approximately 4,300 undergraduate and more than 2,000 graduate students.

Surrounded by lakes and mountains, PSU’s 170-acre campus provides students with an outstanding natural laboratory for learning and an ideal setting for outdoor recreation. PSU has consistently earned national recognition for its commitment to community service, environmental sustainability, academic excellence, and employee wellness.

EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

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