Assistant Director, Academic Support Services

Classification Title:

Assistant Director -Academic Support Services

Job Description:-

Operations - Managing Systems, Processes & Workflows:
•Perform daily administrative duties; oversee and coordinate day-to-day academic and instructional design support functions within the unit.
•Recommend and implement systems, processes and work environment improvements to ensure greater efficiency and optimal usage of available resources to help keep costs down. Research and implement new technologies for online teaching and learning, collaborating with the Center Director to support self-funded and continuing education programs, while reviewing SOPs and data to enhance team support systems.
•Provide analytical and well documented reports; assess and utilize reports for short and long-term decision-making and planning.
•Actively participate in planning and implementing processes to improve student experience.
•Help organize and facilitate academic events, workshops, and other educational activities.
•Coordinates/plans graduation/commencement functions.
•Manages budget formulation and reconciliation, ensuring timely payments and effective educational program communications. Work with Center Director and Department of Pathology's Director of Administration for ensuring all areas are adequately funded, staff have adequate technology and other training. Reconcile any invoices sent by the Provost's office or any other UF entity to ensure the billing amounts match actual student registration.

Supervision - Academic support services and Instructional Design staff
•Maintain a strong team working environment. Establishes operational goals and objectives that align with the overall strategic plan of the academic support services and the instructional design team. Set a positive tone for the work environment, provide clear directions, and maintain effective communication within the team and with upper management.
•Address and resolve any issues or conflicts that arise within the team in a timely manner.
•Delegate tasks equitably amongst team members to ensure optimal utilization of available time and resources.
•Identify skill gaps and arranges for or provides training and mentorship to enhance team capabilities. Develops a cross-training mechanism amongst team members so that all processes continue to function when staff members are on leave.
•Monitor the team's productivity and quality of work, provide feedback, and develop performance improvement plans if necessary.
•Ensure that the team's operations comply with all relevant regulations and standards.

Liaison - Campus partners and outside agencies and vendors
•Maintain strong working relationships with the Provost's office, the graduate school, academic affairs and the division of enrollment management.
•Engage with various university offices to support student success and academic advising for self-funded graduate programs, while interpreting and implementing related university policies.
•Recommend and work with outside agencies and vendors as needed.

Liaison - Campus partners and outside agencies and vendors
•Maintain strong working relationships with the Provost's office, the graduate school, academic affairs and the division of enrollment management.
•Engage with various university offices to support student success and academic advising for self-funded graduate programs, while interpreting and implementing related university policies.
•Recommend and work with outside agencies and vendors as needed.

Academic Services - Program Recruitment & Retention
•Lead the Academic Advising and Instructional Support unit for the Maples Center for Forensic Medicine, serving as the public-facing leadership staff and administrative contact for students and other graduate academic units.
•Achieve enrollment objectives and other benchmarks by recruiting and evaluating Leads, working closely with Operational Services marketing team, managing and assisting applicants through the application process.
•Review documentation to ensure completeness of applications, and monitors applicant progress.
•Build applicant sources by researching, contacting, and networking with appropriate groups, organizations, internet sites, individuals, and more; providing information, opportunities, and benefits; making presentations; and maintaining rapport with prospective students.
•Resolve complex and/or time-sensitive problems relating to student enrollment and admissions.
•Develop relationships with applicants, current students, alumni, academic advisors, employers and other agencies to meet recruitment goals.
•Explore outside funding opportunities and sources for scholarships for Maples Center students.
•Review and submit accreditation and program change reports, evaluate teaching program impacts, analyze operational issues, and represent the program on various committees and at key venues.

Academic Services - Academic Advising, Program Development and Instructional Support
•Lead the design, development, and delivery of the center's distance education programs, providing expert-level support and improving online program services.
•Manages teaching records, reports on service activities, and ensures compliance with FERPA regulations.
•Advise students on academic core/departmental requirements, class selection, and academic policies/procedures.
•Help students define and set long-term educational and career objectives.
•Formulate advising strategies and policies, delivering comprehensive support services.
•Clarify university policies, procedures, and curriculum to various stakeholders.
•Keep accurate student and advising records, observing state/federal laws and university regulations.
•Track student progress and provides necessary academic resources or programs to address issues.
•Organize advising programs like peer advising, internships, or other academic initiatives.
•Collaborate with other campus units for appropriate referrals, e.g., Career Resource Center.
•Provide statistical data to college units, prepares reports analyzing enrollment statistics, and student performance.
•Participate in departmental, college, or campus advisory committees as needed.
•Work with the graduate school and the graduate information management system to ensure that all necessary student records and actions are updated in a timely manner.

Financial and Administrative Direction
•Financial oversight for all distance education programs and the Maples Center and the Department of Pathology. Ensure proper accounting and expense allocation across programs. Monitor and audit, as appropriate, transactions. Provide forecasts and balance reports on a regular basis.
•Coordinate administrative functions between distance education programs and Department of Pathology central administration to insure adherence to UF and Departmental policies. This will include human resources, fiscal transactions, academic reporting, etc.

Expected Salary:

Starting salary is between $85,000 - $90,000 annually

Minimum Requirements:

Master's degree in an appropriate area and two years of relevant experience; or a bachelor's degree in an appropriate area and four years of relevant experience

Preferred Qualifications:

Demonstrated experience in customer service, recruiter, and/or admissions officer.

Understanding of enrollment management.
Ability to communicate effectively, both verbally and written, accurate information; ability to prioritize and respond to communications in a timely manner (approximate 2-3 working business days).
Ability to work in fast-paced, deadline-driven environment; experience working in goal-oriented environment.
Ability to work with a range of constituents; demonstrated experience working effectively with a team.
Strong organization, communication and interpersonal skills; ability to be self-directed and work effectively with a team; strong analytical and attention to details skills.
Ability to prioritize multiple obligations and deadlines.
Experience maintaining confidential data.
Experience using Microsoft Word, Excel, PowerPoint, Adobe Acrobat, and SharePoint. Experience with Slate, PeopleSoft Student Information System and Enterprise Analytics. Experience working in Salesforce's Customer Relationship Management (CRM) system a plus.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

Health Assessment Required:
No

Advertised: 16 Sep 2024 Eastern Daylight Time
Applications close: 27 Sep 2024 Eastern Daylight Time