Manager Of Faculty & Administrative Support

Manager of Faculty & Administrative Support

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world.

Department: Washington College of Law

Time Type: Full time

Job Type: Regular

FLSA Status: Exempt

Work Modality: Hybrid 01 (On Campus 3-4 Days/Week)

Union: Excluded

Job Description: Under the guidance of the Senior Assistant Dean for Finance and Administration, the Manager of Faculty & Administrative Support position plays a crucial role in enhancing the operations of the Office of Faculty and Administrative Support Services (FASS). This office provides essential classroom support, administrative assistance, and valuable scholarly resources to all faculty members at WCL, including tenured, tenure-track, adjunct, and visiting faculty. By promoting a diverse and inclusive academic environment, the office enriches the faculty experience and positively impacts the culture of our institution.

Additionally, this office is responsible for effectively managing the law school's Information Desk services to ensure that the WCL community receives prompt and efficient assistance.

The Faculty & Administrative Support Services Manager also facilitates the WCL textbook adoption process by encouraging early adoption and collecting comprehensive textbook information. Furthermore, the office ensures that accurate data is communicated promptly to all relevant parties, including students and the university bookstore, fostering a smooth and efficient experience for everyone involved.

Essential Functions:

1. Provides Leadership and Direction for the Office of Faculty and Administrative Support Services (FASS)
• Leads and guides the Office of Faculty and Administrative Support Services by providing clear direction and support.
• Actively reviews, evaluates, and implements institutional strategic plans, offering thoughtful recommendations to the Assistant Dean of Finance and Administration.
• Develop and update procedure manuals as needed while also coordinating proactive emergency preparedness activities. Effectively communicates procedural enhancements, form updates, and training improvements to the department's team members, fostering a collaborative environment.
• Work closely with WCL's human resources representative to enhance staff hiring, training, evaluation, and disciplinary processes, ensuring that position assignments are structured to meet the organization's needs effectively.
2. Provides Leadership for WCL Faculty Support Assistants
• Filling Position Vacancies: The role focuses on guiding the WCL Faculty Support Assistants while collaborating with HR and utilizing the Workday platform to attract, interview, and onboard highly qualified candidates for open positions. This includes providing constructive coaching and regular feedback sessions to new team members, which will foster a positive onboarding experience and help ensure their success during probation. Additionally, assigned mentors will conduct regular training sessions to support the development of newly hired team members, reinforcing our commitment to their growth and seamless integration into the team.
• Faculty Assignments: Each semester, strategically assign faculty support assistants, recognizing the importance of their unique skills and strengths in fostering optimal collaboration with the designated faculty members. Ensuring a fair and equal work balance among all support assistants. This ensures that each assistant's contribution is valued and that their skills align well with the faculty's needs.
• Office Coverage: To ensure smooth operations, review and approve leave requests to maintain consistent office coverage. Additionally, submit bi-weekly timesheets accurately and on time for staff members, helping them to keep precise records.
• Technology & Required Software Training: Conduct quarterly training and review sessions designed to empower support assistants with the essential skills needed to effectively assist WCL faculty. These sessions focus on several vital technology tools, including, but not limited to: Canvas - A user-friendly course management system that enhances course delivery; ServiceNow - The university's service management system, streamlining support processes; Workday - An integrated platform for managing human resources, finance, and payroll efficiently; ELEMENTS - A valuable tool for tracking faculty activities and reporting; Engage - A dedicated communication portal that fosters meaningful interactions with students; EMS - A convenient room reservation system for effective scheduling; Qualtrics - An innovative tool for conducting surveys and collecting data effectively. Job Performance Manager conducts regular scheduled Performance Management Program (PMP) sessions to improve staff services and maintain university's requirements for staff policies, procedures, and documentation.
• WCL Textbook Adoptions: Facilitate the textbook adoption process to ensure a smooth experience for everyone involved. Actively collaborate with faculty each semester to gather textbook orders efficiently. Maintain adherence to our textbook adoption timeline, ensuring all schedules, timelines, and guidelines are met. Effectively manage the distribution, receipt, and processing of textbook adoption forms from faculty to streamline the preparation of orders. Communicate proactively with faculty about any changes or issues with book orders and work closely with publisher representatives to find solutions or alternative options.
3. WCL's Information Desk
• Provides directions, assistance, and support to the Information Desk to ensure that established procedures align with university guidelines. Responsibilities include monitoring the effectiveness of services and adjusting as necessary.
• This role also ensures that the WCL Apparel Store operates efficiently and is well stocked, promoting a positive customer experience.
• Additionally, establish, develop, and monitor internal accounting procedures to ensure that WCL's Finance Office receives accurate and up-to-date usage reports.
• Maintaining adequate coverage at the Information Desk is essential, as it serves as the primary contact for the WCL Community and visitors, fostering meaningful connections and delivering exceptional support.
4. Manages Department's Annual Budget in Excess of $100,000
• In conjunction with the Office of Finance and Administration, tracking and managing the Department's budget; reviews processes and procedures and makes recommendations for improvements.
• Serves as a point of contact for internal audits of departmental processes and procedures.
• Tracks and monitors budget expenditure (including unit contracts), completes purchase requisitions, reconciles expenditures, and organizes budget documentation for items such as contracts, office supplies, travel, professional development training, etc.; Communicates with contractors and vendors regarding service.
• Responsible for other duties as assigned.

Supervisory Responsibility:

• This position supervises an Information Desk Coordinator, Senior Administrative Assistants, and an Adjunct Support Assistant.

Competencies:

• Leading and Inspiring People.
• Acquiring and Analyzing Information.
• Evaluating and Implementing Ideas.
• Making Accurate Judgments and Decisions.
• Driving Continuous Improvement.
• Acting Strategically.
• Building and Supporting Teams.
• Managing Talent.

Position Type/Expected Hours of Work:

• Full-Time.
• 35 hours per week.

Salary Range:

• $95,000 - $105,000 annually.

Required Education and Experience:

• Bachelor's degree or equivalent.
• 3-5 years of relevant experience.

Preferred Education and Experience:

• Bachelor's degree.
• 4-6 years of relevant experience.

Other Duties:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.
• Duties, responsibilities and activities may change at any time with or without notice.

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite.

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.
• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.
• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• American University is an E-Verify