Academic Affairs Office Manager

McKendree University welcomes applications for the position of Academic Affairs Office Manager located at its Lebanon, IL campus. This is a full-time, benefits eligible position.

Under general supervision of the Provost, performs complex and specialized administrative work to facilitate and support overall management and operations in the Academic Affairs area of responsibility. Incumbent represents the Office of the Vice President for Academic Affairs and regarded as a credible source of information for the area. As a result, they are required to acquire and maintain an ongoing knowledge of institutional policies and procedures and relevant divisional information in order to deliver accurate and timely information and make appropriate decisions.

Maintains office by organizing and implementing office operations, procedures, and administrative systems (digital and physical). Prepares faculty contracts and payroll reports. Processes invoices requiring VP approval. Coordinates with McKendree faculty on faculty search candidate lodging and reimbursements. Prepares letters, emails, presentations, and reports. Conducts research for special projects. Oversees the work of student workers and contracted outside vendors.

PRIMARY DUTIES AND RESPONSIBILITIES:

· Act as the single point of contact for the Office of the Provost.

· Manage contracts for part-time faculty.

· Provide monthly information for part-time payroll.

· Maintain part-time personnel files.

· Assist the Academic Records Office by processing course schedule changes in Ellucian.

· Provide clerical support for the Associate Deans and Provost (mailings, meeting scheduling, typing, answering the telephone, etc.).

• Assist with academic affairs events (e.g., Academic Excellence Celebration, Honors Convocation, Commencement, teaching workshops, academic retreat, etc.).
• Provide clerical support for assessment and accreditation activities.
• Provide back-up for Secretary to the faculty (e.g., class cancellations on the website).
• Assist with preparing classrooms prior to the start of each semester.
• Other duties as assigned by the Associate Deans and Provost.

REQUIRED QUALIFICATIONS:

• High school diploma or equivalent
• Three years of experience in an office environment.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to organize work and being attentive to details.
• Excellent communication skills, both oral and written.
• Ability to multi-task in a collaborate environment.
• Ability to problem solve and make data-driven decisions.
• Understand McKendree policies/directives and ensure they are administered properly.
• Proficiency in computer software to include Microsoft Office Suite.

PREFERRED QUALIFICATIONS:

In addition to minimum qualifications, college courses, five (5) years of experience in an office environment, preferably in higher education; flexible hours for some evening events.

WORK HOURS/CONDITIONS:

Office environment; 40 hours per week; normally 8:00am-5:00pm; evening and weekend work may be required on occasion.

McKendree University, Illinois’ first and finest, is a private university in Lebanon, IL, just 25 minutes from downtown St. Louis, home of the 11-time World Series champs (St. Louis Cardinals) and the 2019 Stanley Cup winner (St. Louis Blues). St. Louis also boasts a wonderful zoo, a first-rate botanical garden, a vibrant art scene (both performing and visual), and a plethora of top-notch restaurants.

Interviews will begin immediately. Qualified candidates should complete and submit the McKendree Employment Applicationand send a letter of interest referencing job #AOM05 with a resume/CV and contact information for three professional references to the Director of Human Resources at hr@mckendree.edu.

McKendree is an ADA/EEO/Vet/Disabled employer committed to enhancing the cultural and gender diversity of the campus. All qualified candidates are encouraged to apply.

Job Type: Full-time

Pay: From $40,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: In person