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Position Summary:
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The Academic Administrator to the School of Social Work serves as the primary support for each of our programs by providing administrative oversight and troubleshooting. These include, Online Programs, Field, MSW, Sara Schenirer, Block, Continuing Education and the Rabbinic Certificate. The Academic Administrator is the “go to” person for the program directors of these programs and assists support staff, manage tasks and work flow associated with each of these programs. The Academic Administrator supports program directors by resolving workflow and service blockages, helps provide resources to programs, collaborates with the registrar, student accounts and when necessary GEM. The Academic Administrator also supervises the support staff as they provide service to each program. The Academic Administrator helps program directors manage their own workload and manage the needs of their programs. This Academic Administrator ensures that the office and special events are covered, that the life cycle of the school is maintained and that quality of program and customer services is ensured.
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Position Responsibilities:
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Operational Management
- Provide supervision and guidance to staff regarding school and organizational policies and procedures
- May be required to develop and/or revise standard operating procedures
- Supervise the procurement of supplies/equipment or services through the purchase order system. Must independently identify and resolve any issues that may arise immediately to avoid delays
- Oversee day-to-day administrative needs for the office, across academic programs
- Assist in preparation of the annual budget and reports. Tracks expenses and reconciles activity. Responsible for office purchases as well as A/P charges and receivables
- Administer expenses for faculty who travel between campuses and to offsite conferences. This requires pre-approval and reconciliation of receipts and expense reports. Ensures all documents are properly submitted and charged to appropriate G/L’s
- Update and streamline the departmental website, in collaboration with program directors and other relevant staff
- Provide primary support to department chairs of a growing portfolio of programs
- Provide primary oversight of major student life cycle events such as orientation and graduation
- Ensure that each program director meets commitments and responsibilities for their programs
- Liaise with registrar, bursar and admissions to assist program directors enroll, service and graduate students
- Maintain office correspondence and replies to inquiries. Responses must be made in a timely manner, and urgent matters must be brought to the attention of senior management; Confirm that the appropriate resources are available, which are needed by the faculty members
- Manage all staff to ensure their workloads are reasonable and that tasks are completed in a timely way
- Manage faculty requests of support staff and assigns requests to the appropriate staff
- Delegate administrative assignments to support staff and manages their workload
- Manage times of intense work demand—e.g. fall and spring, by ensuring that all tasks are complete and all support staff are working efficiently and cooperatively
- Schedule committee regular meetings with staff to assess workload and demand
- Revise and makes recommendations for new office procedures
- Use independent judgment in responding to inquiries regarding policies, procedures and regulations based on thorough knowledge of departmental and university policy
- Deal directly with individuals and groups, both internal and external to the university, exercising in department judgment on non-routine matters requiring knowledge and interpretation of policy, under limited supervision
- When necessary, use Banner to process and retrieve reports, transcripts, faculty rosters, and student information
HR Management
- Departmental representative for hiring, promotion, termination, salary adjustments and performance management processes as it pertains to non-faculty positions
- Prepare and review all requisitions, EPAFs and Faculty Appointments
- Supervise and assist the Dean and Associate Dean with all faculty recruitment activities. Arrange travel for visiting faculty candidates, and manage expense reimbursement
- Process new hire/replacement requisitions through Page Up
- Process Payroll spreadsheets each semester for adjuncts (verify teaching credits and additional responsibilities)
- Prepare adjunct contracts and full-time teaching letters each semester and works with HR to onboard.
- Process new hires (adjuncts, full-time faculty) including contracts, HR and Payroll paperwork
Academic Management – (Wilf and Beren Campuses)
- Enforce and maintain YU Academic Integrity rules and regulations. Liaise with Academic Integrity Committee as needed
- Help WSSW Professors with the submission of final grades. Maintain and follow up on all grade inquiries and changes. Review and approve all issued final grades of ‘I’ and ‘G’. Inform students of issuance of ‘I’ grades and make-up dates
- Assist students with adding and dropping courses
- Manage the booking of rooms and coordination of ITS services for classes and meetings
- May provide basic administrative or communications support to certificate programs or Continuing Education
- Announce events and gather attendance lists for departmental events
- Assist faculty with the Lunch & Learn and other academic and professional enrichment programs
- Assist with special projects as assigned by the Dean or Associate Dean
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Experience & Educational Background:
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- Bachelor’s Degree preferred
- 5-7 years of progressive office management/academic administration experience required
- Equivalent combination of education and experience will also be considered
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Skills & Competencies:
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- Knowledge of Microsoft Office Suite and Banner
- Ability to learn new systems and software
- Comfortable working in a changing environment
- Develops effective written communications and uses them appropriately. Will act as a liaison for WSSW both internally and externally
- Interacts and proactively shares information with internal and external contacts where appropriate
- Develops effective relationships with peers, students, employees and senior management
- Assumes responsibility to ensure issues/concerns will be addressed and monitors them through to conclusion. Highly self-motivated and extremely well-organized
- Adaptability and willingness to learn by doing
- Identifies, defines, and analyzes information and situations before recommending a course of action
- Effectively manages own time and resources
- Must maintain confidentiality
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About Us:
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Founded in 1886, Yeshiva University (YU) has a strong tradition of combining Jewish scholarship with academic excellence and achievement in the liberal arts, sciences, medicine, law, business, social work, Jewish studies, education, psychology, and more.
We are a leading global educational institution that employs 2,000 people across our various campus locations -- Wilf Campus, Beren Campus, Brookdale Center, Resnick Campus in the Bronx, the Gruss Institute in Jerusalem, the Boys High School in Manhattan and the Girls High School in Queens. From the distinguished faculty who teach here, to the dedicated staff, we work to fulfill our mission through all that we teach, by all that we do and for all those we serve. We seek to attract and retain engaged and committed individuals who contribute to an exciting working environment, where there is a sense of community and belonging, balanced with a significant cross section of people from diverse backgrounds working and studying together.
The University offers an excellent compensation package, and a broad range of employee benefit plans, including immediate participation in the University’s retirement plan. Staff members are typically eligible for four weeks paid vacation each year and have access to a shuttle to nearby subway locations.
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Equal Employment Opportunity:
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Yeshiva University is an equal opportunity employer committed to hiring minorities, women, individuals with disabilities and protected veterans.
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