Academic Operations Specialist

California Institute of Integral Studies; San Francisco (CA); On-site; USD 70,000 - 77,000; Full time

Job summary

California Institute of Integral Studies seeks an Academic Operations Specialist to manage academic operations for multiple departments. Responsibilities include supporting faculty events, managing logistics, and overseeing administrative processes. The ideal candidate holds a Bachelor's degree, has extensive administrative experience, and possesses strong organizational and communication skills.

Qualifications

• Minimum four years of administrative support experience required.
• Demonstrated ability to work effectively in a fast-paced environment.
• Strong written and oral communication skills necessary.

Responsibilities

• Manage and support academic retreats and events.
• Coordinate faculty logistics and assist with technology needs.
• Supervise student workers and maintain program documentation.

Skills

Organizational skills

Communication skills

Time management

Interpersonal skills

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office

Adobe

Job description

California Institute of Integral StudiesJob Posting: Academic Operations Specialist

About California Institute of Integral Studies:

California Institute of Integral Studies (CIIS) is an internationally recognized leader in integral education. CIIS strives to embody spirit, intellect, and wisdom in service of individuals, communities, and the earth. CIIS has an enrollment of over 2,000 students pursuing degrees and professional certificates in a variety of academic programs in its schools of Consciousness and Transformation, Professional Psychology and Health, Undergraduate Studies, and our research centers and global initiatives.

CIIS is a mosaic of faces and philosophies, and backgrounds and beliefs. Like our faculty and staff, students are intellectually engaged and socially active. Each day brings new experiences that broaden horizons and hone critical thinking. Programs, both inside the classroom and throughout the University, inspire creativity, nurture community, cultivate curiosity, and foster social good. In addition, CIIS offers a dynamic array of events through its Public Programs, including conversations, workshops, continuing education, and conferences and hosts a vibrant art exhibition series. The University also provides low-cost mental health services to the San Francisco Bay Area through its 6 award-winning community counseling clinics. CIIS is accredited by the Western Senior College and University Commission (WSCUC).

CIIS strives to cultivate a culture of inclusion and belonging as part of its Seven Commitments . More than accept difference, we honor and celebrate our staff's diversity of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. In turn, our diverse and inclusive culture brings us together in ways that empower everyone to connect, belong, and grow.

Job Description:

POSITION SUMMARY

Reporting to the Academic Services Manager, the Academic Operations Specialist serves as a resource for two or more major academic departments in support of the operational administration of these departments. The primary responsibility of this role is to manage a variety of projects within several major programs as well as those which involve interaction with the University as a whole and to continually improve practices and procedures that create the highest level of efficiency and to ensure smooth day-today operations. This role is a central point of contact with core and adjunct faculty, teacher assistants (TA,) and research assistants (RA).

This position will require a flexible schedule to cover the priorities of the department and includes commitment to working some evenings and weekends.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides comprehensive support of off-site academic retreats, weekend academic intensives, and year-end capstone projects. Plans, organizes, and provides on-site support to ensure successful execution.
• Plan and manage student, faculty, and community events, conferences, and workshops
• Point of contact for chairs for logistic coordination and addressing challenges.
• Coordination of core faculty logistics (flights, hotels, communications)
• Assist faculty with technology needs, troubleshooting issues, coordinating support and training as needed.
• Manage confidential information with discretion and provide high-level administrative support in a demanding environment.
• Work both independently and in collaboration with other team members and campus departments to execute tasks in a fast-paced work environment.
• Processes check requests and reconciles Emburse credit card
• Hires, trains, and supervises student workers who will provide on-site support for weekday and evening classes; and off-site academic retreats.
• Maintains and updates programs SharePoint pages, and program manuals.
• Manages the hiring and onboarding of teaching assistants and research assistants for the school.
• Approves timecards for teaching assistants (TA).
• Serves as a resource for other faculty needs and performs additional related duties as assigned.

Requirements:

MINIMUM QUALIFICATIONS

• Bachelor's degree or equivalent experience. Incumbent will be expected to continue developing knowledge, skills, and abilities needed to keep abreast of regulation/policy changes and changing technologies.
• Minimum four years of administrative support experience.
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Adobe. Demonstrated computer competency with the ability to quickly learn and use new software programs with minimal supervision and training.
• Demonstrated ability to work efficiency and effectively in an intense, fast-paced environment with completing demands, changing priorities, and strict deadlines
• Excellent verbal, written, and interpersonal communication skills for working with diverse groups of faculty, staff, and students.
• Strong organizational, communication, and time management skills. Demonstrated ability to adjust to changing priorities and multiple demands within time constraints and through multiple interruptions.
• Ability to work effectively within a team environment, as well as independently.
• Ability to anticipate and embrace change; demonstrate a willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions
• Excellent written and oral communication skills

ENVIRONMENTAL DEMANDS

Occasional work performed alone with ability to work remotely from time-to-time. Collaboration and constant work around and with other people.

PHYSICAL ABILITIES

This position requires attention to detail, good memory, ability to work under deadline pressure, sitting and standing for long periods of time, oral and written communication, keyboarding for significant portions of the workday, pushing, pulling, bending, stooping, reaching, patience, and tact to perform the essential functions.

LOCATION

ON CAMPUS

Additional Information:

WAGES AND BENEFITS

$70,000--$77,000 annual salary,and includes a competitive benefits package.

The listed salary range represents the minimum and maximum CIIS offers for this position. Actual compensation will vary depending on factors such as location, skills, experience, market conditions education and internal equity. Not all candidates will qualify for the highest salary in the range.

NOTES TO CANDIDATE

• Working Conditions - Duties are primarily performed in an office environment at a desk or computer terminal, typically Monday through Friday.
• Background Check - Due to the sensitivity and requirements of this position, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses, or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver's license.
• Visa Sponsorship - Visa sponsorship is not available for this position. Applicants must currently be authorized to work in the United States for any employer.
• Relocation Assistance - This position is not eligible for relocation assistance.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

CIIS strives to cultivate and preserve a culture of inclusion and belonging as part of its Seven Commitments. More than accept difference, we honor and celebrate our staff's diversity of experiences, perspectives, and identities. Together, our community creates and maintains working and learning environments that are inclusive, equitable, accessible, and welcoming.

CIIS is proud to be an equal opportunity employer. We are committed to providing an open, fair, inclusive, non-discriminatory environment for all individuals across differences of race, religion, sexual orientation, gender identity, national origin, socio- economic status, ethnicity, age, physical ability, or medical condition. We seek to increase the presence, representation, and inclusion of U.S. historically under-represented people of color, international, bilingual, and bicultural students, faculty, and staff; and, to provide an environment that will attract and retain individuals identified as lesbian, gay, bisexual, transgender, queer, questioning and intersex (LGBTQQI+). CIIS is committed to compliance with all fair employment practices regarding citizenship and immigration status.

Application Instructions:

Screening begins immediately and will continue until the position is filled. Using the Apply Now link, please submit a Resume and Cover Letter online.