Academic Operations Specialist - California Institute of Integral Studies in San Francisco, California at California Institute of Integral Studies

POSITION SUMMARY

The Academic Operations Specialist serves as a resource for two or more major academic departments in support of the operational administration of these departments. The primary responsibility of this role is to manage a variety of projects within several major programs as well as those which involve interaction with the University as a whole and to continually improve practices and procedures that create the highest level of efficiency and to ensure smooth day-to-day operations. This role is a central point of contact with core and adjunct faculty, teacher assistants (TA,) and research assistants (RA).

This position will require a flexible schedule to cover the priorities of the department and includes commitment to working some evenings and weekends.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides comprehensive support of off-site academic retreats, weekend academic intensives, and year-end capstone projects. Plans, organizes, and provides on-site support to ensure successful execution.
• Plan and manage student, faculty, and community events, conferences, and workshops.
• Point of contact for chairs for logistic coordination and addressing challenges.
• Coordination of core faculty logistics (flights, hotels, communications).
• Assist faculty with technology needs, troubleshooting issues, coordinating support and training as needed.
• Manage confidential information with discretion and provide high-level administrative support in a demanding environment.
• Work both independently and in collaboration with other team members and campus departments to execute tasks in a fast-paced work environment.
• Processes check requests and reconciles Emburse credit card.
• Enters and updates course and section information in Colleague.
• Hires, trains, and supervises student workers who will provide on-site support for weekday and evening classes, and off-site academic retreats.
• Maintains and updates program's SharePoint pages, and program manuals.
• Manages the hiring and onboarding of teaching assistants and research assistants for the school.
• Approves timecards for teaching assistants (TA).
• Serves as a resource for other faculty needs and performs additional related duties as assigned.

MINIMUM QUALIFICATIONS

• Bachelor's degree or equivalent experience. Incumbent will be expected to continue developing knowledge, skills, and abilities needed to keep abreast of regulation/policy changes and changing technologies.
• Minimum four years of administrative support experience.
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Adobe. Demonstrated computer competency with the ability to quickly learn and use new software programs with minimal supervision and training.
• Demonstrated ability to work efficiency and effectively in an intense, fast-paced environment with completing demands, changing priorities, and strict deadlines
• Excellent verbal, written, and interpersonal communication skills for working with diverse groups of faculty, staff, and students.
• Strong organizational, communication, and time management skills. Demonstrated ability to adjust to changing priorities and multiple demands within time constraints and through multiple interruptions.
• Ability to work effectively within a team environment, as well as independently.
• Ability to anticipate and embrace change; demonstrate a willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions
• Excellent written and oral communication skills

ENVIRONMENTAL DEMANDS

Occasional work performed alone with ability to work remotely from time-to-time. Collaboration and consistent work around and with other people.

PHYSICAL ABILITIES

This position requires attention to detail, good memory, ability to work under deadline pressure, sitting and standing for long periods of time, oral and written communication, keyboarding for significant portions of the workday, pushing, pulling, bending, stooping, reaching, patience, and tact to perform the essential functions.

LOCATION

On-campus position located at the CIIS campus in San Francisco, CA.

WAGES AND BENEFITS

Annual salary of $70,304--$75,000 and includes a competitive benefits package.

NOTES TO CANDIDATE

• Working Conditions Duties are primarily performed in an office environment at a desk or computer terminal, typically Monday through Friday.
• Background Check Due to the sensitivity and requirements of this position, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses, or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver's license.
• Visa Sponsorship Visa sponsorship is not available for this position. Applicants must currently be authorized to work in the United States for any employer.
• Relocation Assistance This position is not eligible for relocation assistance.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

At the California Institute of Integral Studies (CIIS), we are dedicated to fostering a culture of inclusion and belonging, guided by our Seven Commitments. We value the diverse experiences, perspectives, and identities within our community and strive to create and maintain environments that are inclusive, equitable, accessible, and welcoming for all.

As an Equal Opportunity Employer we are committed to providing an open, fair, and non-discriminatory environment for all individuals, in accordance with all applicable federal, state, and local laws. This commitment extends to all aspects of employment, including recruitment, hiring, promotion, compensation, benefits, training, and other terms and conditions of employment.

CIIS actively seeks to recruit and retain individuals who bring a broad range of cultural backgrounds, languages, and life experiences that enhance our institutional mission and values.