Senior Academic Administrator, Naropa College & Graduate Collective

Naropa University

Boulder, CO

ID: 7090550
Posted: December 13, 2021
Application Deadline: Open Until Filled

Job Description

Senior Academic Administrator, Naropa College & Graduate Collective

We are searching for an experienced Senior Academic Administrator, Naropa College & Graduate Collective at our Arapahoe Campus facility. 

Position Title: Senior Academic Administrator – Naropa College & Graduate Collective
# of Positions to Fill: 1
Department/Program: Academic Affairs 41000
Remote Work Authorization: 100% On-Site
Campus Location: Arapahoe Campus
Reports to: Director of Operations for Academic Affairs
FLSA Classification: Exempt/Salaried
FTE: 100% (40 hrs/week)
Type of Employment: Regular/FT (30+ hrs/week)
DEI Tier: Tier I
Compensation: $48,488 - $54,279

Job Summary
The Senior Academic Administrator for Naropa College & The Graduate Collective (NC&GC), under the direction of the Director of Operations for Academic Affairs, works with the Chief Academic Officer, the Dean of Naropa College & Graduate Collective, and faculty leadership to support the delivery of high-quality academic programs through the effective coordination and completion of program-level administrative tasks. The Senior Academic Administrator supervises and is supported by the Administrative Specialists in meeting all administrative and logistical needs as listed in the job duties below, to provide administrative support related to budget, human resources, course scheduling, and supporting faculty with both routine administrative needs including retreats, intensives, and special events. The Senior Academic Administrator works closely with faculty leadership and the Director of Operations for Academic Affairs to ensure effective administrative support systems that meet the needs of the program in a timely manner now and into the future.

Job Duties & Responsibilities

Success in this role is measured in four key areas of accountability: 1) General Administration, 2) Financial Management, 3) Human Resources, and 4) Course Scheduling & Enrollment Management.

Key Accountability: General Administration (~30% of effort)

1. Prepares and tracks program curriculum change requests in collaboration with the Director of Program Development and Strategic Initiatives.  
2. Liaises with Admissions and Advising on programmatic changes and issues.
3. Liaises with Marketing on promotional material and events. 
4. Maintains the program webpage, faculty bio webpage, and the program page on MyNaropa. 
5. Maintains student guidebooks to ensure they are in alignment with the university-wide Student Handbook.
6. Assists with scheduling appointments and meetings as requested for faculty and staff in the program, drafts agendas/correspondence and prepare necessary meeting materials; reserves rooms and equipment for events, as needed. 
7. Provides on-site classroom assistance for technology needs and set-up; maintains room sign-up sheets for the Adjunct Faculty office and other reservable space 
8. Provides logistical support for program intensives and events including housing, meals, meeting room reservations, facilities work requests, and IT work requests. 
9. Assures that on-site administrative needs for retreats, intensives, and events of programs during evenings and weekends are covered as required, including, but not limited to, signing in participants, distributing materials, and set up and break down of the event; may require support on evenings or weekends.
10. Facilitates agreements for visiting artists, guests, and presenters for submission to the Director of Operations and provides important follow-through on supporting related events.
11. Serves as a resource/point of contact to faculty and students in the NCGC programs in navigating university administrative systems; responds to general requests for assistance and troubleshoots problems.
12. Monitors equipment, facility, technology and maintenance needs, submits work order requests to IT, Facilities, and Business Services, and follows up as necessary; serves as point of contact for inquiries and requests from the above departments.
13.T rains and supervises Administrative Specialists in supporting the above duties for their programs.
14. Organizes, as needed, and attends meetings related to Academic Affairs administrative duties and goals. 
15. Performs routine filing and other administrative tasks.

Key Accountability: Financial Management (~25% of effort)

1. Responsible for instructional/operational budget planning, submission, tracking, and reconciliation in accordance with University and Academic Affairs timelines and requirements, in collaboration with NC&GC program chairs and Administrative Specialists.
2. Creates NC&GC budget submission timeline and coordinates budget meetings with program chairs.
3. Submits and implements all NC&GC program budget revisions and additional requests in coordination with the Office of Finance.
4. Assists faculty with instructional and operational supply orders as needed.
5. Processes and tracks faculty development funding and other approved personal expense reimbursement requests.
6. Provides oversight of program purchases and monitors availability of funds.

Key Accountability: Human Resources (~25% of effort) 

1. Serves as program point of contact with HR/Payroll.
2. Prepares, enters and tracks job descriptions and job requisitions for vacant positions to Human Resources utilizing the Cornerstone software.
3. Supports program chairs with the preparations for job description content.
4. Supports program chairs with the search/interview process, as requested, including new faculty searches.
5. In consultation with Human Resources, prepares and processes electronic HR-related administrative forms, including new hires, employee payroll changes, terminations, computer account requests, etc.
6. In collaboration with Human Resources, assists with the onboarding processes for new faculty and staff to ensure a stellar new employee experience. 
7. In cooperation with Human Resources, tracks outstanding employment agreements and follows up to ensure timely submission. 

Key Accountability: Course Scheduling/Enrollment Management (~20% of effort)

1. Provides support in balancing faculty, student, and program needs regarding course scheduling.
2. Collaborates with faculty leadership to prepare semester course schedules and to provide accuracy checks.
3. Prepares and submits semester course scheduling by program as well as all change request forms to the Office of the Registrar. 
4. Supports registration process as needed, including facilitating student enrollments that require course authorizations, waivers of prerequisites, course capacity increases, etc.
5. Monitors enrollments, class size, potential course cancellations, additions, etc. throughout the registration process; coordinates with Academic Affairs on the class cancellation process as necessary and ensures that all parties are informed.
6. Communicates relevant updates to Human Resources, the Registrar’s Office, and Director of Program Development and Strategic Initiatives.  

What We Require

• Bachelor’s degree in any field.
• 5 years of administrative experience, including budget development and management.
• A systems thinker who understands and can work effectively within a complex, interconnected system.
• Ability to support occasional events outside of normal working hours when required.
• Strong communication skills (verbal, written, listening).
• Strong knowledge of Microsoft 365 suite of applications, including One Drive, Word, Excel, Outlook, Teams, OneNote, etc.
• Self-starter with strong organizational and problem-solving skills, rigorous attention to detail and ability to simultaneously manage multiple projects and people. 
• Ability to successfully pass criminal background and MVR screenings. 
• All job candidates must demonstrate their level of understanding of the dynamics of privilege and oppression, and the impact these have on equity, access, and opportunity.
• All job candidates must hold a commitment to co-create a diverse and inclusive community and actively participate in related JEDI (Justice, Equity, Diversity & Inclusion) professional development regarding the dynamics of privilege and oppression and the impact these have in the workplace.
• All job candidates must demonstrate an appropriate level of understanding of and appreciation for the values of Naropa University and the capacity to demonstrate an integration and embodiment of these values as evidenced in work, communication, collaboration styles, and other general workplace behaviors.

Other Experience, Knowledge, Skills, or Competencies Requirements? • None

Educational degree/diploma required: • Bachelor’s degree in any field

Minimum length of prior relevant professional experience required: • 5 years of administrative experience, including budget development and management

What We'd Prefer
• 3 years of experience in higher education in an administrative support role
•F amiliarity with systems used by Naropa University, such as Colleague ERP, DocuSign, Cornerstone on Demand, Smartsheet, Zoom, Canvas, etc.
• Demonstrated success as a supervisor
• Bilingual Spanish/English highly regarded.

Physical Requirements & Environmental Conditions
Maximum amount of weight employee must be able to lift/carry with or without reasonable accommodation(s):
• 15 lbs

During regular daily activities, employee must be able to do the following with or without reasonable accommodation:       Stand, walk, sit.   

During regular daily activities, employee may be exposed to the following:  Interruptions/distractions, heat/cold.

Supervision Received
Administrative Supervision: The supervisor sets the overall objectives and resources available. Supervisor and employee, in consultation, develop deadlines, projects, and work to be done. The employee plans and carries out the assignment, resolves most of the conflicts, coordinates work with others and interprets policy on own initiative. The employee keeps the supervisor informed of progress, potentially controversial matters, or far-reaching implications.

Supervision Exercised

List position titles of employees this role supervises, and the number of employees:

*Administrative Specialist, Wisdom Traditions, 1 employee
*Administrative Specialist, Environmental Studies/ECoPsych, Wilderness Therapy, 1 employee
*Administrative Specialist, Kerouac School of Disembodied Poetics, 1 employee

General Supervision: The supervisor provides continuing or individual assignments by indicating generally what is to be done, limitations, quality and quantity expected, deadlines and priorities. Additional, specific instructions are given for new, difficult, or unusual assignments. The employee uses initiative in carrying out recurring assignments. The supervisor assures that the work is technically accurate and in compliance with instructions or established procedures.
Naropa’s health and welfare benefits include the following: medical, dental, vision, FSA, HSA, employer-paid short-term and long-term disability, employer-paid life insurance and accidental death and dismemberment, an employer-sponsored pre-tax retirement savings plan, and a variety of voluntary, employee-paid supplemental insurance plans.
A comprehensive benefits package is available to full-time employees who work a minimum of 30 hours each week.

Employees who work 20 – 29 hours each week are eligible for only the employer-paid short-term & long-term disability, employer-paid life insurance & accidental death and dismemberment, and the retirement plan.

Employees who work fewer than 20 hours per week are eligible to participate in Naropa’s retirement plan only.

All regular full-time and part-time employees accrue sick leave benefits; accrual rates vary based on the position, hours worked, and years of service.

Naropa University’s commitment to diversity aligns with its highest aspirations to apply contemplative inquiry and education to explore and embody the human qualities that facilitate collaboration to create a common humanity and a just society. Individuals who have experience with and a commitment to inclusive communities are encouraged to apply. EOE

Title IX is a federal civil rights law that prohibits gender discrimination, sexual harassment, sexual and relationship violence. This law applies to all students, faculty, and staff.

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