Academic Program Administrator

Jobtailor; Houston (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Jobtailor in Houston seeks an experienced administrative professional to support faculty affairs under the Senior Department Administrator. You will coordinate recruitment, onboarding and promotions while maintaining confidential records and ensuring compliance with university policies.

The role requires strong data analysis, reporting skills, and the ability to manage multiple projects with minimal supervision. Proficiency in Microsoft Office Suite and professional communication are essential.

Qualifications

• Bachelor's degree required (or equivalent).
• 2+ years of related experience.
• Substitutions by experience or education allowed year-for-year.
• Ability to learn new strategies and adapt to processes.
• Strong written and verbal communication skills.
• Data analysis skills and experience with reporting.
• Ability to manage multiple projects with deadlines.
• Attention to detail and accuracy in documentation.
• Budget management and financial planning familiarity.
• Resume attached in Supporting Documents (PDF preferred).

Responsibilities

• Administers day-to-day operations and administrative processes related to faculty affairs under guidance of Senior Department Administrator.
• Develops and delivers ad hoc reports to support business needs.
• Coordinates faculty recruitment, appointments, onboarding, reappointments, promotion and tenure, and offboarding processes.
• Serves as departmental resource on faculty policies, procedures, and deadlines and ensures compliance with university and school requirements.
• Prepares and maintains faculty records, appointment materials, and dossiers and other documentation.
• Coordinates with faculty, department leadership, the Dean's Office, and central university offices to support faculty personnel processes.
• Monitors deadlines and manages multiple faculty-related processes to ensure timely completion.
• Provides administrative support to faculty and department leadership and responds to questions about faculty affairs and processes.
• Supports development and improvement of departmental processes and documentation for faculty affairs.
• Maintains confidential information and handles sensitive matters with discretion.
• Performs all other duties as assigned.

Skills

Data analysis

Communication skills

Organizational skills

Time management

Attention to detail

Ability to learn new strategies

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

• Administers day-to-day operations and administrative processes related to faculty affairs under the guidance of the Senior Department Administrator
• Develops and delivers ad hoc reports as assigned to support business needs
• Coordinates faculty recruitment, appointments, onboarding, reappointments, promotion and tenure, and offboarding processes
• Serves as a departmental resource on faculty-related policies, procedures, and deadlines and helps ensure compliance with university and school requirements
• Prepares, organizes, and maintains faculty records, appointment materials, promotion and tenure dossiers, and other required documentation
• Coordinates with faculty, department leadership, the Dean's Office, and central university offices to support faculty personnel processes
• Monitors deadlines and manages multiple faculty-related processes to ensure materials and actions are completed accurately and on time
• Provides administrative support to faculty and department leadership and responds to questions related to faculty affairs and academic personnel processes
• Assists with the development and improvement of departmental processes, procedures, and documentation related to faculty affairs
• Maintains confidential information and handles sensitive faculty matters with discretion and professionalism
• Performs all other duties as assigned

Requirements

• Bachelor's degree
• Two or more (2+) years of related experience
• In lieu of the education requirement, additional related experience beyond what is required may be substituted on an equivalent year-for-year basis
• In lieu of the experience requirement, additional related education beyond what is required may be substituted on an equivalent year-for-year basis
• Ability to learn new strategies
• Strong written and verbal communication skills
• Data analysis skills
• Ability to work well under pressure and manage multiple projects simultaneously
• Strong organizational and time management skills
• Knowledge of the Microsoft Office Suite
• Ability to work independently and as part of a team to meet deadlines and schedules
• Attention to detail
• Ability to develop program partnerships and funding sources
• Basic knowledge of budget management and financial planning
• Resume attached in the Supporting Documents section, preferably in PDF format

Core Competencies

Demonstrates strong organizational and time management skills to effectively coordinate faculty recruitment, appointments, and compliance with university policies. Proficient in data analysis and maintaining confidential faculty records while providing administrative support to department leadership.

Highest-signal resume keywords

• Bachelor's Degree
• Two Or More Years Of Related Experience
• Data Analysis Skills
• Strong Written And Verbal Communication Skills
• Knowledge Of Microsoft Office Suite

Hard Skills

• Data Analysis
• Budget Management
• Financial Planning
• Faculty Recruitment
• Onboarding Processes
• Promotion And Tenure Documentation
• Record Maintenance
• Compliance Knowledge
• Process Improvement
• Project Management

Soft Skills

• Strong Organizational Skills
• Time Management
• Attention To Detail
• Ability To Work Under Pressure
• Team Collaboration

Industry Keywords

• Faculty Affairs
• Administrative Processes
• University Policies
• Departmental Resource
• Confidential Information Handling

Tools & Technologies

• Microsoft Office Suite