Title: Division Administrator, Graduate Studies
Supervisor: Chair of Interdisciplinary Graduate Studies
Department: Interdisciplinary Graduate Studies
Salary: Commensurate with experience
Position Summary: Serving low-residency distance programs, the position is a member of the Interdisciplinary Graduate Studies (IGS) division. The division is comprised of three degree programs and related other programming. The position is primarily responsible for IGS programs’ administrative and service systems and excellence therein. Providing operational oversight for functions that serve the programs, the position involves initiatives in planning, procedures, data management and analysis including budgets, various coordination functions, and supervision of others. This position in the IGS division provides support to a range of academic functions, which include credit and noncredit on-site, hybrid, and online courses, certificates, and degree programs.
Duties and Responsibilities:
General Administrative Duties
Exercises initiative, accuracy, accountability, and service excellence in the performance of administrative functions:
- Supervises, trains as necessary, and is responsible for all activities of assigned division specialists and work study students.
- Performs student services functions as required.
- Monitors policies, procedures, and deadlines in the IGS programs, and contributes to their development. Identifies and coordinates database needs for the IGS programs with departmental support staff and IT services.
- Coordinates and disseminates information to IGS faculty, staff and administrative staff. Participates in institutional research functions (i.e. recruitment, retention and marketing).
- Calculates and drafts program budgets.
- Oversees purchasing as needed to satisfy IGS program needs within budget constraints.
- Develops and maintains positive relationships with a variety of external and internal vendors for effective functioning of IGS.
- Supervises the development, distribution, and collection of faculty contracts for all associate and adjunct faculty.
- Oversees the updating, editing, and proofing of assigned student and other program handbooks and program materials.
- Coordinates and verifies IGS website updates and revisions in accordance with IGS and campus policies.
- Coordinates with IGS head and Registrar’s office to update the annual catalog.
- Other duties as assigned.
Exercises initiative, accuracy, accountability, and service excellence in the performance of academic support functions:
- Assembles and distributes annual program calendars.
- Ensures timely processing of students’ graduation-related procedures.
- Manages, verifies, and reports student data for programs’ planning, operating, and reporting needs as well as direct service to students.
- Develops, updates, administers, and/or monitors online orientation programming for new graduate students.
- Manages all aspects of the new student orientations and on-site/residency sessions including overseeing the development of residency materials, assisting as needed with lodging and/or transportation arrangements for students and faculty, ordering food and beverages, and coordinating the reservation, set-up, and cleaning of assigned facilities with Director of Facilities and division specialists.
- Oversees the collection, compilation, and statistics of student, faculty, and event evaluations in connection with manual and automatic procedures.
- Manages general communications with students, faculty, and program alumni.
- Monitors online courses’ setup and operation, and serves as a general administrative and technical resource for course instructors and students.
- Collaborates on the development of new IGS and partnered program initiatives, including undergraduate pathways to graduate programs, and certificate and professional development or other offerings.
- Develops and maintains positive relationships with external organizations, such as grant making bodies and community organizations
- Researches and reports on grants associated with programs’ initiatives.
- Collaborates with organization and execution of continuing education programs, conferences, and other public events.
- Represents the IGS Division in area and regional meetings, as appropriate.
- All other duties as assigned.
- Bachelor’s degree required, Master’s degree preferred. Previous management and supervisory experience, with experience in higher education and a union environment preferred.
- Accuracy in data collection, management, analysis and calculation, and reporting on a variety of student, program, and budget data from multiple sources
- Excellence in organizing time, procedures, information, and personnel.
- Adaptability and collaboration to perform effectively in a complex administrative environment.
- Proficiency with computers and the Microsoft suite of office applications.
- Experience with online learning management systems and related web-tools.
- Excellence and accuracy in tailoring written and verbal communications to diverse audiences
- Some travel may be required.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
As a full-time, salaried position, the Division Administrator would be expected to work a minimum of five days a week on the standard business days of operation (Monday through Friday) for a minimum of 40 hours per week.
Qualified applicants should send a letter of interest, resume, and the names and contact information of three references to:
Office of Human Resources
888 Dayton Street, Suite 102
Yellow Springs OH 45387
Attn: Karen Snyder, SPHR