Operations Manager

Primary Purpose:
Under the supervision of the Director of Academic Affairs,
performs duties relevant to the implementation and management of the academic program and related functions.

University of the
Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize
policy and decision-making that demonstrates awareness of, and responsiveness to, the ways sociocultural forces related to race, gender,
ability, sexuality, socioeconomic status, etc. impede or propel students, faculty, and staff.

Essential Functions:

• Provide support for the Office of Academic Affairs, including scheduling and confirming academic meetings, including applications for
  California licensure and law & ethics exam, course content verification letters, and forms requiring the dean’s or associate dean’s
  signature; draft and maintain student, advisor, and other rosters for internal and external uses.
• Manage the midterm, final
  examination, and class schedules, including distributing the call for exams, drafting schedules, circulating for comment, and posting to the
  website; assist with the administration of examinations and study space.
• Manage contacts, track absences, and notify faculty and
  other personnel of student absences from school; notify director of academic affairs and/or associate dean of excessive absences or
  violations of policy. Initiate use of technology to manage and track this work.
• Update and maintain the webpage for the Office of
  Academic Affairs, including calendars & schedules, rosters and photos, faculty handbook, and academic-related portions of intranet documents
  (e.g., licensure policy, national board policy, graduation guidelines).
• Interface with the San Francisco Registrar’s Office on
  requests, quarter class schedules, room reservations for academics, etc.
• Manage the academic standing process including running
  academic standing and creating, reviewing, and distributing students’ academic contracts quarterly. Manage letter distribution to graduating
  students who are not making satisfactory progress.
• Serve as lead in letter distribution for academic standing and graduation
  eligibility.
• Advise students on academic standing process, and additional issues as needed. Support students and advocates in
  preparation for academic progress meetings.
• Create and distribute quarterly student ratings of instruction forms and process
  reports for faculty.
• Coordinate graduation events, including applications, graduation fair, regalia ordering and distribution,
  awards, graduation program, and class plaque.
• Provide board certification for current students (Integrated National Boards,
  Canadian Boards)
• Collaborate and coordinate annual surveys and data outcomes(master management, CODA annual survey, DAT validity
  study, ADEA senior student survey, etc.)
• Serve as committee representative for academic affairs on curriculum committee, first-year
  advisors committee; create agendas and distribute meeting minutes.
• Collaborate with Curriculum Committee, Director of Academic
  Affairs, Associate Dean, faculty, and department chairpersons to create 12-month academic schedules.
• In collaboration with IT, test
  and maintain technology used to support office, students, staff, and faculty operations. Create and update procedures accordingly. Run
  reports.
• Manage paper and electronic student records in Laserfiche for enrolled students and alumni.
• Perform all other
  duties and projects as assigned by the Director of Academic Affairs.

Minimum Qualifications:
Knowledge
of:

• Intermediate level of expertise in Microsoft Word, PowerPoint, and Outlook (with calendaring);
• Best practices
  in academic records management and maintenance.
• FERPA requirements.
• Commencement processes.
• BANNER or similar
  Student Information System.

Ability to:

• Manage time, organize duties/assignments, set priorities, and
  meet multiple deadlines.
• Provide consistent high-level customer service to students, faculty, staff, alumni, and visitors.
• Maintain confidentiality of student records in accordance with all laws and regulations.
• Demonstrate excellent attention to
  detail, problem-solving solving and follow-through skills.
• Demonstrate strong communication and interpersonal skills.
• Establish and maintain records systems.

Experience:
Minimum of three years responsible experience in a
related records/academic administrativeoffice.

Education:
Bachelor’s degree

Working
Conditions:

• Position is eight hours per day, five days per week, Monday-Friday
• As workload fluctuates with the
  academic calendar, position may require extended hours and/or occasional evening and weekend hours, especially during the period leading up
  to and including graduation
• Extended hours are mandatory for the alumni banquet and commencement (all day).
• Position may
  require travel to off-site locations.

Preferred Qualifications:
Knowledge of:

• Advanced level of
  Excel.
• Web content management programs, room scheduling software programs (EMS), and online survey tools
  (Qualtrics).

Ability to:

• Work effectively and accurately with multiple interruptions.
• Take
  initiative in the organization and maintenance of departmental responsibilities, projects and procedures.
• Work productively under
  pressure with minimal supervision.
• Project a professional image.

Experience:
Experience in an
academic setting.

Other:

• Experience and sensitivity in working with people of diverse backgrounds and
  cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to
  engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements:
The physical
demands described here are representative but not definitive of those that must be met
by an employee to successfully perform the
essential functions of this job.

• Work performed is primarily general office/administrative with frequent use of computer, keyboard
  and telephone; requires sitting majority of the working day.
• Occasional standing, walking, reaching, bending, and pushing.
• Occasional lifting of up to 15 lbs should be anticipated.

Hiring Range: $65,388.24 – $86,620.30 per year. We consider
factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as
market and organizational considerations when extending an offer.

Background Check Statement:
All applicants who receive a
conditional offer of employment are required to execute a release and authorization for a background screening.

AB 810 Misconduct Disclosure
Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to
disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals
related to sexual harassment or misconduct within the past seven years.

To apply, visit https://pacific.peopleadmin.com/postings/31910

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