ACADEMIC ADMINISTRATIVE MANAGER

INSTITUTE OF AMERICAN INDIAN &; Santa Fe (NM); On-site; USD 55,000 - 75,000; Full time

Job summary

Institute of American Indian Arts is seeking an Academic Administrative Manager to provide comprehensive administrative, operational, and project coordination support to the Academic Dean and the Academic Division. This role manages workflows, coordinates operations, maintains official records, and ensures timely, accurate work in alignment with IAIA policies.

The position supports committees, tracks budgets and reports, coordinates course schedules and faculty in-services, and prepares travel

Qualifications

• Equivalent combination of education/training and/or comparable administrative experience of at least five (5) years in a multifaceted higher-education office.
• Must have demonstrated administrative experience supporting a large and complex organization.
• Proficiency in Word, PowerPoint, Excel, and computer applications.
• Preferred: BA degree in related field, plus Shorthand or Speed Writing skills.

Responsibilities

• Respond to or direct all inquiries made to the Dean’s Office.
• Respond to routine questions about related policies and procedures.
• Maintain all official institutional documents for the College, including materials located in the Faculty Resource Room.
• Coordinate communication among Academic Division departments, faculty, staff, and students to ensure timely resolution of routine administrative matters and consistent follow-through on assigned tasks.
• Coordinate meetings across the Academic Division, document action items, monitor progress, and provide timely follow-up to ensure assigned tasks are completed.
• Assist the Dean in tracking grant budgets and completing reports.
• Coordinate the Student Evaluation of Instruction process and reporting.
• Coordinate the management of each semester’s course schedule, including preparation of adjunct PARs, contracts, and orientation.
• Provide information about the Academic Division for institutional reports (such as AIMS).
• Prepare minutes, reports, data, and research papers, as directed.
• Attend meetings, seminars, lectures, and programs as assigned for note-taking purposes.
• Prepare all travel and meeting arrangements for the Academic Dean.
• Draft meeting agendas and in-service schedules.
• Maintain accurate, organized, and up-to-date academic administrative records, ensuring institutional documents are accessible, complete, and compliant with records retention practices.
• Coordinate all faculty in-services and assessment retreats under the supervision of the Dean.
• Research and compile information on various matters requiring management attention and provide a concise summary of findings.
• Maintain and monitor assigned projects and deadlines using institutional project management and tracking systems.
• Provide regular status updates to the Academic Dean on assigned projects, identify potential delays or barriers, and propose solutions.
• Communicate proactively regarding the status of assigned work, anticipated delays, and resources needed to support the Academics Division.
• Foster a collaborative working relationship across Academic Affairs and other institutional departments through professional, respectful, and solution-oriented communication.
• Recommend improvements to administrative processes and office procedures that enhance efficiency and support Academic Division operations.
• Performs other duties as assigned.

Skills

Office administration

Communication

Organization

Team collaboration

Problem solving

Attention to detail

Education

Bachelor's degree

Shorthand or Speed Writing (preferred)

Tools

Microsoft Office Suite

PowerPoint

Excel

Databases

Enterprise software

Job description

SUMMARY OF RESPONSIBILITIES

The Academic Administrative Manager provides comprehensive administrative, operational, and project coordination support to the Academic Dean and the Academic Division. The position is responsible for managing administrative workflows, coordinating academic operations, maintaining official records, facilitating communication across departments, monitoring assigned projects to completion, and ensuring that work is completed accurately, professionally, and within established deadlines. The incumbent serves on IAIA committees as assigned and supports the mission, vision, and core values of IAIA.

ESSENTIAL POSITION FUNCTIONS

Respond to or direct all inquiries made to the Dean’s Office.

Respond to routine questions about related policies and procedures.

Maintain all official institutional documents for the College, including materials located in the Faculty Resource Room.

Coordinate communication among Academic Division departments, faculty, staff, and students to ensure timely resolution of routine administrative matters and consistent follow-through on assigned tasks.

Coordinate meetings across the Academic Division, document action items, monitor progress, and provide timely follow-up to ensure assigned tasks are completed.

Assist the Dean in tracking grant budgets and completing reports.

Coordinate the Student Evaluation of Instruction process and reporting.

Coordinate the management of each semester’s course schedule, including preparation of adjunct PARs, contracts, and orientation.

Provide information about the Academic Division for institutional reports (such as AIMS).

Prepare minutes, reports, data, and research papers, as directed.

Attend meetings, seminars, lectures, and programs as assigned for note-taking purposes.

Prepare all travel and meeting arrangements for the Academic Dean.

Draft meeting agendas and in-service schedules.

Maintain accurate, organized, and up-to-date academic administrative records, ensuring institutional documents are accessible, complete, and compliant with records retention practices.

Coordinate all faculty in-services and assessment retreats under the supervision of the Dean.

Upon direction from the Academic Dean, the incumbent will research and compile information on various matters requiring management attention and provide a concise summary of findings.

Maintain and monitor assigned projects and deadlines using institutional project management and tracking systems. Provide regular status updates to the Academic Dean on assigned projects, identify potential delays or barriers, and propose solutions.

Communicate proactively regarding the status of assigned work, anticipated delays, and resources needed to support the Academics Division.

Foster a collaborative working relationship across Academic Affairs and other institutional departments through professional, respectful, and solution-oriented communication.

Recommend improvements to administrative processes and office procedures that enhance efficiency and support Academic Division operations.

Performs other duties as assigned.

REQUIRED EXPERIENCE AND EDUCATION

Must have the equivalent combination of education/training and/or comparable administrative experience of at least five (5) years in a multifaceted higher-education office. Must have demonstrated administrative experience and background supporting a large and complex organization. Must be proficient in word processing, PowerPoint presentations, Excel spreadsheets, and computer applications. PREFERRED: BA degree in related field, plus Shorthand or Speed Writing skills.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Thorough knowledge of current office practices and procedures.


• Ability to effectively use standard office equipment.


• Demonstrated proficiency using Microsoft Office Suite, collaborative software, databases, and other administrative technology.


• Willingness to take self-initiative and ability to establish and maintain effective workplace relationships at all levels within the Institute and with external constituents.


• Ability to communicate effectively orally and in writing.


• Ability to resolve conflicts in a constructive and professional manner.


• Ability to adhere to appropriate standards of conduct and ethics, including:


• confidentiality


• integrity and ethical conduct


• ability to follow directives


• ability to adapt to changing work environments


• ability to respectfully collaborate


• ability to participate in proactive problem solving


• ability to focus on and regularly attend to job duties


• ability to participate in meetings as required


• dependability and regular attendance


• Demonstrated ability to communicate professionally, clearly, and respectfully with faculty, staff, students, and external partners.


• Demonstrated ability to organize, prioritize, and manage multiple concurrent assignments while meeting deadlines.


• Ability to work with close supervision, to begin projects independently (or as assigned), and to bring projects (or assignments) to conclusion on a timely basis.


• Ability to collaborate effectively as part of a team while supporting institutional priorities and shared goals

WORKING CONDITIONS

• Ability to use computers, databases, enterprise software, and office productivity applications for extended periods.


• Ability to read and interpret basic to complex data/information/guidelines/procedures, etc. related to academic administration, related data, records and information.


• Ability to use a wide range of office software.


• Ability to maintain the confidentiality and security of personnel, student, financial, and institutional information.


• Performance evaluation will include assessment of performance results of job duties as described herein.


• Demonstrates ability to receive, prioritize, and execute assignments consistent with supervisory direction while exercising sound professional judgment.


• Management has the right to revise this job description at any time, with or without notice.


• This job description does not list all the duties of the job.


• The job description is not a contract for employment.