Academic Affairs Associate, Academic Programs

This Academic Affairs Associate position supports the Office of the Vice Provost for Academic Programs. Under the supervision of the Vice Provost for Academic Programs, the Academic Affairs Associate will perform a variety of highly complex duties to support the operations of the office of the Vice Provost for Academic Programs that will promote and achieve a professional and effective environment.

This includes specialized duties to support the Vice Provost for Academic Programs, coordinating processes, projects, and events, conducting research for assessment purposes, drafting reports and preparing presentations, and assisting in the day-to-day functioning of the office.

The Academic Affairs Associate for Academic Programs will cultivate cross-institutional relationships and interface and collaborate effectively and diplomatically with coworkers, faculty, students, administrative leaders, academic and student affairs professionals, and others.

The position reports to the Vice Provost for Academic Programs.

Position SpecificResponsibilities / Accountabilities

1. Assist in executing the Vice Provost for Academic Program’s vision and strategy for the support and development of programs and the alignment of resources with strategic priorities.

2. Work with administrators, faculty, and staff to assist the Vice Provost’s corresponding departments that support students.

3. Serve as a liaison to graduate students and graduate program directors when needed, including maintaining records, and facilitating distribution of college / school scholarships and awards.

4. Represent the Vice Provost for Academic Programs on initiatives and on campus and external events. This includes processes regarding awards and scholarships, collaborating with Deans’ offices, and assisting with planning and implementation of student recruitment and admission events including new student orientation and registration (graduate students).

5. Support and assist the Vice Provost for Academic Programs. Participate in the development of graduate education, which involves surveys, data analysis, and reporting, among other tasks.

6. Provide advanced-level administrative support e.g., manage calendar, schedule meetings, prepare agendas, take meeting minutes, organize documents, and maintain digital filing systems (e.

g., Etrieve). Prepare correspondence (confidential and non-confidential), memoranda, forms, reports, and other documents related to the work of the Vice Provost for Academic Programs.

Monitor and order office supplies, as needed.

7. Demonstrate strong project management knowledge and skills that lead to effective implementation of financial strategies that advance the priorities of the Vice Provost for Academic Programs and corresponding departments.

This includes successful resource management and budget planning for the office of the Vice Provost for Academic Programs and its corresponding departments.

8. Coordinate a variety of production workflows to complete assigned projects and facilitate business operations for the departments and programs reporting to the Vice Provost for Academic Programs, including reconciliation of expenses to ensure accuracy.

9. Draft and produce communications and updates, which includes managing sensitive information and data, disseminating communications, and tracking / reporting metrics.

10. Research, design, produce, write, review, and / or edit content including, but not limited to, annual reports, website content, academic honesty materials, documents, newsletters, publicity materials for events, centers, or programs (e.

g., advertisements, brochures, etc.), and articles that may appear in university publications, letters, and other general communications.

Maintain and monitor content on a regular basis to ensure timely and accurate information. Work closely with Marketing and Communications and all the division leaders within graduate and undergraduate education to maintain and monitor content on a regular basis to ensure timely, transparent, and accurate information.

11. Oversee the program logistics for events for which the Vice Provost for Academic Programs is responsible. Lead and coordinate processes for awards, scholarships, and events.

Oversee and manage these processes as the point person.

12. Participate in the development of the office of the Vice Provost for Academic Programs and corresponding departments.

This involves drafting surveys, data analysis, and reports; communicating effectively; participating in committees, meetings, and task forces as needed;

and promoting an image of efficiency and courtesy throughout the University community and consistent with the University’s mission.

13. Manage the day-to-day functions of the office and take the lead in managing processes and scheduling.

14. Perform other duties as assigned or requested.

Loyola Marymount University Expectations

Exhibit behavior that supports the mission, vision, and values of the University. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct.

Demonstrate a commitment to service to faculty, staff, and leaders of the University.

Requisite Qualifications

Typically, a master’s degree or equivalent experience is required. Previous research experience in higher education is also desirable.

Incumbent is expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation / policy changes, innovations, and trends in academia.

• Minimum four years’ experience in program administration in higher education or equivalent. Demonstrated experience should include management of highly sensitive information, management of multiple conflicting priorities, and facilitation of communication between numerous parties.
• Project management skills involving complex variables and project deadlines.
• Exceptional written and oral communication skills evidenced by background in preparing comprehensive reports and executive summaries by incorporating complex, highly technical information.

Experience in effectively communicating with external constituents.

• Highly developed organizational and leadership skills. Ability to resolve problems that may have significant impact on the overall goals of the office.
• Demonstrated computer competency (Word, Excel, PowerPoint, Outlook). Ability to develop advanced skills in Workday, Box Sync, etc.
• Knowledge about and commitment to the values of and the best practices in education.
• Budget acumen related to management of resources and budget planning.
• Demonstrated ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment to accomplish goals based on the division’s activities.
• Must be flexible and adapt to change easily, be able to work independently and as a team member and have strong interpersonal and problem-solving skills.
• Interest in and ability to advance and contribute to LMU’s distinctive educational mission.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of this position.

HERC# #HEJ#

Staff Regular

Salary range

$66,560.00 - $75,200.00 Salary commensurate with education and experience.Loyola Marymount University, a Carnegie classified R2 institution in the mainstream of American Catholic higher education, seeks outstanding applicants who value its mission and share its commitment to inclusive excellence, the education of the whole person, and the building of a just society.

LMU is an equal opportunity employer committed to providing an environment free from discrimination and harassment as defined by federal, state and local law.

We invite all persons in the full diversity of their being, life experience, and beliefs to apply. (Visit www.lmu.edu for more information.)