Operations Manager

• 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 as needed.

• 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.

• Create and distribute quarterly student ratings of instruction forms and process reports for faculty.

• 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 request for documentation forms.

• 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.)

• Manage the academic standing process including running academic standing and creating, reviewing, and distributing students’ academic contracts quarterly.

• Advise students on academic standing process, and additional issues as needed.

• Serve as committee representative for academic affairs on curriculum committee; create and distribute meeting minutes.

• Collaborate with Director of Academic Affairs, Associate Dean, faculty, and department chairpersons to create 12-month academic schedules.

• 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.

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

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

• Minimum of three years progressively responsible experience in a related records/academic administrative office.

• Bachelor’s degree

• Position is eight hours per day, five days per week
• 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 graduation
• Extended hours are mandatory for the alumni banquet and commencement (all day).

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

• 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 in an academic setting

• 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

• 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

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.