ACADEMIC SERVICES ASSOCIATE DIRECTOR, SET
Apply NowCompany: University of Washington
Location: Tacoma, WA 98444
Description:
The University of Washington Tacoma is an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma's commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here.
The School of Engineering and Technology has an outstanding opportunity for an Academic Services Associate Director to join their team.
POSITION PURPOSE
The Academic Services Associate Director reports directly to the Director of Operations at the School of Engineering and Technology (SET) and is a member of the leadership team. This position fills the senior staff role for academic support for SET, providing complex analytical support to the Dean and faculty leadership.
Expertise in the following major areas of technical and professional knowledge are required: academic support and analysis; project management; functional tracking and support; academic human resources to include international scholars, and staff human resources.
Under the guidance of the Dean and the Director of Operations, this position will proactively work to develop and implement procedures and guidelines to streamline various academic operations systems, to support the goals of the Dean and SET leadership as well as the unit and university missions. Specific requirements include data analysis, functional academic support skills and knowledge, and tracking of processes, projects and timelines.
This position will create processes to manage the flow of required documentation in the appointments and promotions processes, annual faculty reviews and merit increase process, and course scheduling and curriculum review processes, in accordance with Academic HR (AHR) at UW Tacoma (UWT) and in Central AHR. This position will also participate in staff human resources management, coordinate recruitments and serve on interview committees as required. This work entails managing confidential, sensitive human resources issues involving UWT employees.
DUTIES AND RESPONSIBILITIES
Academic Administration (20%)
Provide support to the Dean and faculty in their work to establish strategic and tactical direction for the unit-based educational program(s) and student services. Ensure appropriate staff levels and expertise to facilitate all administrative aspects of the academic programs.
Leadership Support
Assist the Dean, faculty leaders, or support staff in development and execution of mission-critical requirements while prioritizing the student experience.
Maintain and contribute to a clear understanding of all academic planning processes within SET; provide analysis and guidance to the Dean and SET leadership on planning and implementation of new academic and student services and the impact to students; develop, organize and maintain confidential documentation pertaining to academic planning processes for the Dean.
Advise Dean on academic policy compliance and procedural issues.
Assist Dean in planning faculty salary needs for coming year.
Meet regularly with the Dean to plan and coordinate Academic activities/events.
Support periodic program reviews for academic program accreditation/certification, to include taking a lead role in coordination and timeline management; Compile materials needed for ABET accreditation activities (e.g., syllabi, books, course information, etc.).
Apprise the Dean and SET leadership of priorities and deadlines; formulate recommendations and help problem-solve; ensure that priorities and obligations are met through vigilant oversight of deadlines and schedules.
Attend various standing and periodic meeting to gather information and data, represent the advisor and student perspective, and disseminate information.
Respond to questions and provide support to Program Coordinator related to academic budget matters.
Assist Dean in communicating school related planning issues to staff and gathering their input to help complete the planning process.
Academic Information Updates
Website: Provide updates to academic program information on the SET website, based on curriculum and course changes; develop and update resources page for faculty to ensure timely access to important information.
Brochures: In conjunction with Advancement, coordinate changes to brochures based on curriculum and course changes.
Curriculum Management 25%
Curriculum Support
Support Program Committees in making changes to curriculum and shepherd the processes along to successful conclusion; review materials for completeness; upload changes to the Academic Policy and Curriculum Committee (APPC) website; input faculty vote; ensure appropriate approvals in place; send to UW Seattle.
Answer questions and provide information to advisors, faculty and committees regarding curriculum and related policies; follow up with faculty to gather additional information if appropriate; liaise and consult with Graduate School or Academic HR (AHR) to problem solve as needed.
Ensure timelines are followed and deadlines met related to curriculum review.
Course Scheduling
Instrumental role in SET course planning and scheduling.
Work with faculty and advisors to gather data about availability, conflicts, class needs, etc.; identify courses needed to ensure timely graduation of students.
Analyze data to determine course schedule that will best meet the needs of both faculty and students; identify problem areas with the course schedule and provide recommendations for revisions and solutions.
Utilize and synthesize knowledge of University requirements, various requirements for SET degrees, student demand and faculty availability; ensure rules for course offerings are followed; serve as the liaison with the UWT Registrar to produce the annual time schedule, and adjust quarterly as needed.
Manage classroom scheduling requests considering all constraints and special needs, including lab requirements.
Oversee course change requests as appropriate and required, considering impact to students; follow up with faculty to resolve problems as needed.
Student Advising/Support (15%)
Advising
Ensure appropriate and effective advising services for SET students.
Student Internships
Liaison with faculty and VISIT/VISER Officer.
Ensure appropriate documentation is gathered and maintained.
Data/Project Support (10%)
Develop, modify and maintain various databases and records management systems pertaining to SET student support functions, such as admissions, student FTE, and number of degrees awarded.
Provide analyses and forecasts to support decision-making; share data about student experience and advisor perspective; prepare reports on student FTE and HC, number of courses offered, course enrollments, graduation numbers, etc., with an aim toward enhancing programming for students.
Manage assignments and projects with corresponding timelines and deadlines that arise from unit leadership discussions and initiatives impacting students; actively liaise with faculty leaders and staff to ensure clear communications, timelines and deliverables.
Human Resources Administration (Faculty and Staff) (30%)
Hold the roles of Academic Partner and Chair's Delegate in Workday, allowing initiation and approval of actions for faculty and student workers; run reports on a regular basis to ensure the accuracy of Workday records.
Academic HR
Create procedures and work flows to efficiently and effectively shepherd appointments, reappointments, and promotion and tenure processes for academic personnel.
With the Program Coordinator, create and support recruitment processes for academic personnel.
Collect material required for faculty hire and follow up with applicants as needed; prepare offer letter for Dean review and approval; process hiring and payroll paperwork and conduct new hire onboarding for faculty as needed.
Oversee PT faculty appointments; collect CVs and necessary documents and forward to committee chair; attend meeting where faculty vote takes place, and record vote of faculty; prepare and distribute appointment letter.
Support hiring of affiliate appointments and visiting scholars.
Liaison with International Scholars Operations office regarding international appointments (including H1B sponsorship); ensure appropriate documentation to support visas; track immigration status and follow up as required.
Compile and organize data for annual faculty review process (e.g. annual reports, quarterly evaluations, CV's, research, etc.).
Provide support to the Dean in the merit increase process for faculty by gathering materials and scheduling meetings.
Support promotion and tenure process; collect documents; process letters; prepare packages for internal and external reviewers.
Effectively liaise with the Director of AHR at UWT to understand faculty code, ongoing academic personnel information and initiatives. Disseminate pertinent information to faculty and staff in a timely manner.
Serve as a point of contact for faculty around questions about appointments, salary, faculty code issues, etc. Provide advice and guidance as appropriate.
Staff HR
With the Director of Operations, work to ensure timely handling of staff recruitment processes. Assemble interview teams and participate in interviews and selections as needed. Collect and process hiring and payroll paperwork as needed.
Prepare necessary paperwork and process student hires from both state and grant funds in support of teaching and research for SET faculty (up to 75/quarter).
Serve as a Workday Time and Absence Initiate for SET; act as backup Time and Absence Approver for student workers; interpret and implement leave policies as needed.
Liaise with UWT HR and Payroll as required.
Directly supervise or delegate supervision of advising staff. Collaborate to hire, train, review performance, and arrange for training of advising and administrative staff and student employees; Initiate, review, and recommend personnel actions including salary actions; Counsel employees to resolve employee relations issues; recommend and follow through with progressive disciplinary actions when appropriate.
MINIMUM REQUIREMENTS
Bachelor's degree in Business, or related field.
At least five years of experience in higher education or program administration involving staffing, program analysis and support.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Ability to work effectively and cooperatively with a wide range of students, administrators, faculty, staff and external constituencies on a daily basis with a strong service orientation.
Excellent written, verbal and interpersonal communication skills.
Excellent work standards and professional demeanor.
Demonstrated ability to handle problems with discretion and confidentiality.
Work style that emphasizes teamwork, communication, flexibility, trust and patience.
Proven analytical and problem-solving skills; experienced in collecting and interpreting data.
Knowledge of computer systems including word processing and Excel, Access and the Internet.
Strong time management and organizational skills; ability to multi-task.
DESIRED QUALIFICATIONS
Master's Degree and higher education management experience.
Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at [redacted] or [redacted].
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
The School of Engineering and Technology has an outstanding opportunity for an Academic Services Associate Director to join their team.
POSITION PURPOSE
The Academic Services Associate Director reports directly to the Director of Operations at the School of Engineering and Technology (SET) and is a member of the leadership team. This position fills the senior staff role for academic support for SET, providing complex analytical support to the Dean and faculty leadership.
Expertise in the following major areas of technical and professional knowledge are required: academic support and analysis; project management; functional tracking and support; academic human resources to include international scholars, and staff human resources.
Under the guidance of the Dean and the Director of Operations, this position will proactively work to develop and implement procedures and guidelines to streamline various academic operations systems, to support the goals of the Dean and SET leadership as well as the unit and university missions. Specific requirements include data analysis, functional academic support skills and knowledge, and tracking of processes, projects and timelines.
This position will create processes to manage the flow of required documentation in the appointments and promotions processes, annual faculty reviews and merit increase process, and course scheduling and curriculum review processes, in accordance with Academic HR (AHR) at UW Tacoma (UWT) and in Central AHR. This position will also participate in staff human resources management, coordinate recruitments and serve on interview committees as required. This work entails managing confidential, sensitive human resources issues involving UWT employees.
DUTIES AND RESPONSIBILITIES
Academic Administration (20%)
Provide support to the Dean and faculty in their work to establish strategic and tactical direction for the unit-based educational program(s) and student services. Ensure appropriate staff levels and expertise to facilitate all administrative aspects of the academic programs.
Leadership Support
Assist the Dean, faculty leaders, or support staff in development and execution of mission-critical requirements while prioritizing the student experience.
Maintain and contribute to a clear understanding of all academic planning processes within SET; provide analysis and guidance to the Dean and SET leadership on planning and implementation of new academic and student services and the impact to students; develop, organize and maintain confidential documentation pertaining to academic planning processes for the Dean.
Advise Dean on academic policy compliance and procedural issues.
Assist Dean in planning faculty salary needs for coming year.
Meet regularly with the Dean to plan and coordinate Academic activities/events.
Support periodic program reviews for academic program accreditation/certification, to include taking a lead role in coordination and timeline management; Compile materials needed for ABET accreditation activities (e.g., syllabi, books, course information, etc.).
Apprise the Dean and SET leadership of priorities and deadlines; formulate recommendations and help problem-solve; ensure that priorities and obligations are met through vigilant oversight of deadlines and schedules.
Attend various standing and periodic meeting to gather information and data, represent the advisor and student perspective, and disseminate information.
Respond to questions and provide support to Program Coordinator related to academic budget matters.
Assist Dean in communicating school related planning issues to staff and gathering their input to help complete the planning process.
Academic Information Updates
Website: Provide updates to academic program information on the SET website, based on curriculum and course changes; develop and update resources page for faculty to ensure timely access to important information.
Brochures: In conjunction with Advancement, coordinate changes to brochures based on curriculum and course changes.
Curriculum Management 25%
Curriculum Support
Support Program Committees in making changes to curriculum and shepherd the processes along to successful conclusion; review materials for completeness; upload changes to the Academic Policy and Curriculum Committee (APPC) website; input faculty vote; ensure appropriate approvals in place; send to UW Seattle.
Answer questions and provide information to advisors, faculty and committees regarding curriculum and related policies; follow up with faculty to gather additional information if appropriate; liaise and consult with Graduate School or Academic HR (AHR) to problem solve as needed.
Ensure timelines are followed and deadlines met related to curriculum review.
Course Scheduling
Instrumental role in SET course planning and scheduling.
Work with faculty and advisors to gather data about availability, conflicts, class needs, etc.; identify courses needed to ensure timely graduation of students.
Analyze data to determine course schedule that will best meet the needs of both faculty and students; identify problem areas with the course schedule and provide recommendations for revisions and solutions.
Utilize and synthesize knowledge of University requirements, various requirements for SET degrees, student demand and faculty availability; ensure rules for course offerings are followed; serve as the liaison with the UWT Registrar to produce the annual time schedule, and adjust quarterly as needed.
Manage classroom scheduling requests considering all constraints and special needs, including lab requirements.
Oversee course change requests as appropriate and required, considering impact to students; follow up with faculty to resolve problems as needed.
Student Advising/Support (15%)
Advising
Ensure appropriate and effective advising services for SET students.
Student Internships
Liaison with faculty and VISIT/VISER Officer.
Ensure appropriate documentation is gathered and maintained.
Data/Project Support (10%)
Develop, modify and maintain various databases and records management systems pertaining to SET student support functions, such as admissions, student FTE, and number of degrees awarded.
Provide analyses and forecasts to support decision-making; share data about student experience and advisor perspective; prepare reports on student FTE and HC, number of courses offered, course enrollments, graduation numbers, etc., with an aim toward enhancing programming for students.
Manage assignments and projects with corresponding timelines and deadlines that arise from unit leadership discussions and initiatives impacting students; actively liaise with faculty leaders and staff to ensure clear communications, timelines and deliverables.
Human Resources Administration (Faculty and Staff) (30%)
Hold the roles of Academic Partner and Chair's Delegate in Workday, allowing initiation and approval of actions for faculty and student workers; run reports on a regular basis to ensure the accuracy of Workday records.
Academic HR
Create procedures and work flows to efficiently and effectively shepherd appointments, reappointments, and promotion and tenure processes for academic personnel.
With the Program Coordinator, create and support recruitment processes for academic personnel.
Collect material required for faculty hire and follow up with applicants as needed; prepare offer letter for Dean review and approval; process hiring and payroll paperwork and conduct new hire onboarding for faculty as needed.
Oversee PT faculty appointments; collect CVs and necessary documents and forward to committee chair; attend meeting where faculty vote takes place, and record vote of faculty; prepare and distribute appointment letter.
Support hiring of affiliate appointments and visiting scholars.
Liaison with International Scholars Operations office regarding international appointments (including H1B sponsorship); ensure appropriate documentation to support visas; track immigration status and follow up as required.
Compile and organize data for annual faculty review process (e.g. annual reports, quarterly evaluations, CV's, research, etc.).
Provide support to the Dean in the merit increase process for faculty by gathering materials and scheduling meetings.
Support promotion and tenure process; collect documents; process letters; prepare packages for internal and external reviewers.
Effectively liaise with the Director of AHR at UWT to understand faculty code, ongoing academic personnel information and initiatives. Disseminate pertinent information to faculty and staff in a timely manner.
Serve as a point of contact for faculty around questions about appointments, salary, faculty code issues, etc. Provide advice and guidance as appropriate.
Staff HR
With the Director of Operations, work to ensure timely handling of staff recruitment processes. Assemble interview teams and participate in interviews and selections as needed. Collect and process hiring and payroll paperwork as needed.
Prepare necessary paperwork and process student hires from both state and grant funds in support of teaching and research for SET faculty (up to 75/quarter).
Serve as a Workday Time and Absence Initiate for SET; act as backup Time and Absence Approver for student workers; interpret and implement leave policies as needed.
Liaise with UWT HR and Payroll as required.
Directly supervise or delegate supervision of advising staff. Collaborate to hire, train, review performance, and arrange for training of advising and administrative staff and student employees; Initiate, review, and recommend personnel actions including salary actions; Counsel employees to resolve employee relations issues; recommend and follow through with progressive disciplinary actions when appropriate.
MINIMUM REQUIREMENTS
Bachelor's degree in Business, or related field.
At least five years of experience in higher education or program administration involving staffing, program analysis and support.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Ability to work effectively and cooperatively with a wide range of students, administrators, faculty, staff and external constituencies on a daily basis with a strong service orientation.
Excellent written, verbal and interpersonal communication skills.
Excellent work standards and professional demeanor.
Demonstrated ability to handle problems with discretion and confidentiality.
Work style that emphasizes teamwork, communication, flexibility, trust and patience.
Proven analytical and problem-solving skills; experienced in collecting and interpreting data.
Knowledge of computer systems including word processing and Excel, Access and the Internet.
Strong time management and organizational skills; ability to multi-task.
DESIRED QUALIFICATIONS
Master's Degree and higher education management experience.
Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at [redacted] or [redacted].
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.