Academic Operations 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

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