Academic Affairs Manager

Marshall B. Ketchum University; Fullerton (CA); On-site; USD 65,000 - 80,000; Full time

Job summary

Marshall B. Ketchum University, located in Fullerton, CA, seeks an Academic Affairs Specialist to provide administrative and technical software support for SCCO and the Academic Affairs Office.

This role requires discretion and initiative in planning, prioritizing, and executing tasks to support the Student Advising and Programming Specialist and Academic Affairs Offices. Key duties include managing exams with Examsoft, maintaining Blackboard LMS, coordinating didactic program operations,

Qualifications

• Bachelor's degree and at least three years of administrative experience.
• Experience with instructional design preferred.
• Proficient with Word, Excel, PowerPoint, Outlook.
• Discretion and ability to handle confidential information.
• Availability for weekends/evenings.

Responsibilities

• Oversees faculty development and support in exams via Examsoft; provides administrative/technical support; proctoring as needed.
• Oversees day-to-day maintenance of Blackboard LMS; updates grades and uploads files.
• Manages didactic program operations, including classroom reservations and lecture recording schedules.
• Tracks clinical requirements, immunizations, background checks, and credentialing documentation.
• Supports initiatives related to monitoring student progress with the Student Advising and Programming Specialist.
• Oversees operations for special case students (ADA, religious accommodations, off-track).
• Collects data for accreditation standards (e.g., syllabi tracking) and assists with internal audits.
• Supports college-sponsored events (Awards, White Coat, orientation, Graduation).
• Supports onboarding tracking and donor stewardship.

Skills

Word processing

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Outlook

Adobe Acrobat

Confidentiality

Time management

Education

Bachelor's degree

3 years administrative experience

Instructional design experience (preferred)

Tools

Examsoft

Blackboard

Job description

The Academic Affairs Specialist provides administrative and technical software support for the Faculty of Southern California College of Optometry (SCCO) and the Office of Academic Affairs and Student Advising and Programming Specialist. This position will require the use of discretion, initiative, and independent judgment in the planning, prioritization, and executing tasks and assignments that support the Student Advising and Programming Specialist and Academic Affairs Offices.

Primary

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Oversees faculty development and support in the day-to-day administration of exams through Examsoft (including but not limited to: upload, question bank, posting exams, administrative/technical support, proctor, monitoring of student)
• Oversees faculty development and support in the day-to-day maintenance of the learning management system, Blackboard (including but not limited to: update grades, upload files)
• Oversees day-to-day operations of the didactic program, including but not limited to classroom reservations and lecture recording schedule.
• Track and manage clinical requirements, immunizations, background checks, and credentialing documentation
• Support initiatives related to monitoring student progress with the Student Advising and Programming Specialist
• Oversees the day-to-day operations of special case students (e.g. ADA accommodations, religious accommodations, students that are off-track)
• Collects data for accreditation standards (e.g., syllabi tracking) and assists with internal audit

Secondary

• Provide support for college sponsored events, as needed (e.g. Awards ceremony, White Coat Ceremony, Student orientation, Graduation)
• Provide support for first year onboarding tracking and donor stewardship tracking.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Performs standard and advanced word processing duties
• Proficient with Microsoft Word, Excel, PowerPoint, and Outlook
• Proficient with Adobe Acrobat
• Values and supports a diverse and inclusive work environment
• Responsible for maintaining confidentiality of special projects
• Availability to work on occasional weekends/evenings

Education And/Or Experience

• Bachelor's degree and three years of experience working with administrative processes, or combination of education and relevant experience.
• Preference given to individuals with instructional design experience, and/or degree in instructional design or education

About The University

Located on a beautiful, seven-acre campus in Fullerton, California, MBKU is an independent, private, non-profit, accredited educational institution. MBKU is home to the Southern California College of Optometry, the School of PA Studies, College of Pharmacy and the Doctor of Medical Science Program (DMSc) . MBKU owns and operates three health care centers at their clinical teaching facility, Ketchum Health, providing a vision center and PA medical clinic practice in Orange County and second vision center in Los Angeles.

SEE YOURSELF HERE

A TRADITION OF EXCELLENCE SINCE 1904

In 1904, Marshall B. Ketchum, MD, opened the Los Angeles School of Ophthalmology and Optometry in Los Angeles. Dr. Ketchum was a visionary entrepreneur and prominent leader in the optometric profession. He made very significant and long-standing contributions in his field of care, in California and throughout the nation.

In the early '70s the College moved to its current home in Fullerton, CA and was renamed Southern California College of Optometry. But even the pioneering Dr. Ketchum could not have envisioned his school would grow to become Marshall B. Ketchum University, an independent, private, non-profit, accredited educational institution encompassing multiple disciplines.

BE AT THE FOREFRONT OF HEALTH CARE EDUCATION

Marshall B. Ketchum University offers career opportunities that will put you at the forefront of health care education. You will be provided with learning and advancement opportunities, as well as a culture that recognizes the importance of fun, employee appreciation and a work-life balance.

Our mission is to educate caring, inspired health care professionals who are prepared to deliver collaborative, patient-centric health care in an interprofessional environment. By joining our family, you can help us reimagine the future and inspire future health care leaders.

INTERPROFESSIONAL HEALTH CARE LEADERS

At Marshall B. Ketchum University, we have led the way in interprofessional healthcare, building on a century of experience as an optometry school. In 2012, the first Physician Assistant program in Orange County was added, followed by the College of Pharmacy program in 2014. Most recently in 2024, we expanded our offerings with the addition of the fully-online Doctor of Medical Science(DMSc) program. Side-by-side in group discussions, community service, and clinical experience, our OD, PA, PharmD and DMSc students learn what it means to deliver patient-centered health care as a collaborative team of professionals.

Benefits

MBKU provides an excellent benefits package including medical, dental, and life insurance, free vision exams, short and long term disability, generous paid time off plans, a university-sponsored retirement plan. See our website under Employment for more details regarding benefits of working for MBKU (www.ketchum.edu).

NON-DISCRIMINATION STATEMENT

MBKU is an equal opportunity employer; requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

MBKU is committed to providing an environment in which all individuals are treated with respect and professionalism. In accordance with applicable federal and state laws, it is University policy to prevent the unlawful discrimination against students, applicants for admission, employees, applicants for employment and patients requesting treatment on the basis of race, color, national origin, sex, disability, age or any other characteristic protected by applicable law. The University also prohibits sexual harassment and harassment on any of the above bases (please refer to the Title IX page for more information).