AU PhD Associate Director of Program Operations & Student Services
INTERNAL POSTING UNTIL 08/08/18
This is the primary staff position that manages program operations and students services for the GSLC, and in particular, the PhD in Leadership and Change. The Associate Director serves as the front-facing position for students and faculty, as well as oversees a wide range of back-office management services that insure the quality functioning of this distinctive geographically dispersed doctoral program. The position reports to the GSLC Provost and works collaboratively with the other GSLC staff and faculty members. The position is in regular contact and works in cooperation with related University offices. GSLC temporary staff report to the Associate Director.
The Associate Director may be located at and work from one of the five AU campuses (Los Angeles CA, Santa Barbara CA, Seattle WA, and Keene NH) or work from a home office as well.
Essential Job Functions:
Student Services- 25%
- Function as primary first stop for all student program-related questions and processes
- Oversee the onboarding of new students, providing continual communication and including updating assuring the director, staff, and the financial aid and business offices
- Oversee annual re-enrollment forms and distribution to all current students
- Manage scholarship processes for all program-run scholarships
- Serve as the Designated School Official to facilitate the processing of international student information
- Work closely with the Financial Aid and Businesses Offices to assure optimal services for our students
- Provide and update all information related to Program residencies including posting to the program site
Registrarial Activities -25%
- Maintain accurate enrollment tracking document for all active students
- Create sections for trimester enrollment and residency attendance
- Collaborate with Registrar’s office to perform block registration processes
- Oversee internal program processes to enable faculty and director to monitor SAP most efficiently
- Conduct Candidacy Tracking, affirm advancement after audit, process Program Survey results
- Notify University when student has fulfilled graduation requirements
- Manage Leave of Absence (LoA) and Withdrawal (WD) processes and communication (whether Antioch-initiated or Student-initiated)
- Provide regular and accurate enrollment information (HC/FTE/LoA) to Program Director
- Provide the final demographic profiles of the entering cohort(s) and of the entire student body
- Process requests from students for verification of enrollment or requests for letters of academic progress for their employers
- Verify accuracy and distribute Director’s annual progress letters
- Create annual official calendar, several years in advance
Residency Management- 20%
- Work closely with the director and faculty on the preparation and scheduling of sessions for the residency schedule
- Work closely with on-site staff to assign necessary rooms and coordinate AV needs
- Attend residencies/retreats and provide on-site support for students and faculty
- Post updated schedules, including defense schedules, in a timely and thorough fashion
- Confirm and work with on-site catering
- Prepare necessary logistics with campuses and hotels a year in advance to secure necessary space for residencies/retreats
Administrative and Faculty Support- 20%
- Function as primary first stop for faculty questions about operations such as purchases, travel, and to help direct faculty to where information can be found
- Create narrative evaluation forms and track faculty completion
- Attend biweekly faculty meetings and take minutes, and attend faculty retreats providing onsite support and minutes
- Process University P-cards for all faculty and staff on a monthly basis
- Submit and code receipts and process P-card for Provost
- Process reimbursement requests for all faculty and staff as necessary
- Process contracts and authorizes payment for mentors and other consultants, vendors, or new employees
- Work with the Program Director to annually update handbooks (Program Handbook, Learner’s Guide, Dissertation Handbook)
- Monitor AUView functionality and update materials in collaboration with program’s academic technologist and IT
- Maintain official student and graduate academic files consistent with University policy
- Oversee Commencement logistics including rooms, communication with attendees, catering, gown ordering, and graduates’ dinner
Other Operations Support- 10%
- Maintain effective and collaborative working relationship with the GSLC staff, and fully participate in all GSLC operations discussions and resolutions
- Maintain effective, timely and responsive working relationship with the GSLC faculty via email, Zoom, phone and so forth
- Maintain effective working relationship with AU staff and participate in appropriate URGs
- Maintain effective working relationship with the GSLC Provost, including daily communications via email, regular phone/Zoom meetings, and so forth
- Perform other duties as assigned, such as staff support for searches, preparation of documents for grants, etc.
- BA required from an accredited institution, MA preferred;
- Significant and successful experience working in geographically dispersed organizations with role(s) in managing processes and projects in that organization(s);
- Significant experience staffing graduate programs, whether in student services and/or program operations;
- Ability to travel on average at least four times a year for approximately a week at a time
Knowledge, Skills, and Abilities:
This position requires the knowledge, skills and ability to:
- Knowledge of higher education and good practices in student services
- Knowledgeable about and adept with technology, including effective use of such tools as Colleague, Google Apps, Spreadsheets, iCal, Adobe Acrobat Pro, Social Media tools, Web media tools)
- Skill with managing time and task deliverables
- Excellent attention to detail
- Excellent communication skills that serve wide and varied range of recipients
- Adaptable and flexible
- Ability to deliver and prioritize excellent customer service
- Ability to work at a distance from supervisor and colleagues
- Ability to solve problems effectively and exercise good judgment
- Curiosity about higher education experimentation and interest in continuous learning
Hours of Employment:
This is a full-time position serving geographically dispersed doctoral program in a national university. A work schedule will be established in consultation with the supervisor and may involve irregular hours for travel and serving multiple time zones, including internationally located students and faculty. Periodic travel is required.
While the Associate Director may be located at and work from one of the five AU campuses (Los Angeles CA, Santa Barbara CA, Seattle WA, and Keene NH) the person may work from a home office as well.
While performing the duties of this job, the staff member is regularly required to sit, stand, use hands and fingers, talk, and hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. Requires daily use of computer and other standard office equipment.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Antioch University reserves the right to change the duties of the job description at any time. Background check required for this position.
Antioch University provides equal opportunity for all qualified applicants and does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identify, age, disability, veteran status, or any other protected classification.
Applicants are required to submit coverletter, resume/CV and three references when applying for the position.
Submit your application material to:
PhD; Provost, Graduate School of Leadership & Change
To apply for this job please visit antioch.edu.