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Academic Operations Manager

College of Lake County

Job Description

Posting Number

S02349

Position Title

Academic Operations Manager

Internal Position Title

Academic Operations Manager

Department

Business & Social Sciences Div

Position Type

Staff

Job Family

Professional

Job Summary

Under the direction of the Dean, Business and Social Sciences Division, is responsible for communicating and expediting operational procedures within the division, organizing and coordinating special activities and work projects, compiling reports, assisting in the orientation and support of part-time faculty, and coordinating academic advisement for the division. The work schedule may be adjusted to include other days and times to meet changing needs during the year.

Required Qualification(s)

Minimum education Bachelor’s degree
Minimum years of professional experience: 5 years
Minimum years of supervisory experience: 2 years
Experience in an academic environment and academic advising
Demonstrated recent collaborative leadership experience
Possess excellent organizational and project management skills and the ability to manage multiple priorities.
Possess strong critical thinking, analytical and problem-solving skills and acumen.
Demonstrated abilities as an effective and exceptionally skilled communicator, specifically as it relates to verbal, written communication, and active listening.
Demonstrated strong personal integrity, ability to form effective partnerships, ability to collaborate with others and work in a team environment consistent with the College of Lake County values.
Demonstrated success using inquiry and evidence to inform decision-making, short- and long-term planning.
Proven commitment to diversity, equity and inclusion proactively demonstrated through the ability to work effectively and collaboratively with persons of diverse cultures, language groups, identities and abilities; demonstrate sensitivity to and ability to work with the diverse academic, socioeconomic, cultural and ethnic backgrounds of community college students, faculty, and staff; establish and maintain effective working relationships with those contacted in the course of work.

Desired Qualification(s)

Master’s degree in a Business, Social Science discipline or Education, Curriculum or Student Development
Experience in an academic environment and academic advising
Knowledge of ERP systems knowledge of MS Office applications; excellent communication and organizations skills Knowledge of word processing, spreadsheets, and databases
Bi-lingual Spanish

Posting Date

07/20/2023

Closing Date

08/06/2023

Expected Start Date

08/28/2023

Pay Rate

$57,700 - $60,000/annual

Full-Time/Part-Time

Full-Time

Location

Grayslake

Total Hours per week

40.00

Work Schedule

Monday through Friday 8:00 a.m. to 4:30 p.m. May vary in accordance with the needs of the College

Software Testing Required

None

Interview Process Requirements

None

EEO Statement

The College of Lake County is an equal opportunity employer and has a strong commitment to diversity. In that spirit, it seeks a broad spectrum of candidates including minorities, women and people with disabilities.

Summary of Essential Functions

Under the direction of the Dean, Business and Social Sciences Division, is responsible for communicating and expediting operational procedures within the division, organizing and coordinating special activities and work projects, compiling reports, assisting in the orientation and support of part-time faculty, and coordinating academic advisement for the division. The work schedule may be adjusted to include other days and times to meet changing needs during the year.

Division Operations – Curriculum/Scheduling – Student Service: 60%
1. Participate in division office tasks related to division budget, development and maintenance of the division website, special projects and day-to-day operations.
2. Participate in the process of orienting part-time faculty to the division.
3. Serves as the liaison from the division to Information Technology Services, Facilities, Payroll and Educational Affairs on PeopleSoft and room assignment issues and maintain a connection to the business analysts throughout the College.
4. Develop and maintain forms for internal division use.
5. Work with Associate Dean on faculty class placement, course loads and salary adjustments.
6. Responsible for developing, maintaining and providing leadership for articulation agreements and guaranteed transfer agreements with 4-year institutions for Bachelor’s degree programs in programs in the division.
7. Perform other duties as assigned by the dean.
8. Manage the class schedule and room assignments/room conflict development process for the division through the use of PeopleSoft and communication with the faculty department chairs and dean.
9. Manage the catalog development process for the division through the use of Coursedog and communication with the faculty department chairs and dean.
10. Maintain in-depth knowledge of all division curricula as well as the area of emphasis and expertise of each division staff member and respond to questions from students, potential students, and others regarding division curricula.
11. Work with PeopleSoft to oversee course and section data.
12. Participate in the development and coordination of institutional advisement strategies and procedures.
13. Follow the appropriate referral service for students in need.
14. Serve as the division resource for academic advising issues, evaluation of student records, prerequisites, referral of students to support services and interpretation of CLC’s credentialing process and graduation requirements.
15. Work with the testing center to facilitate placement testing as needed.
16. Be familiar with support services, including those provided to special needs students, and encourage students, when appropriate, to avail themselves of these services.
17. Actively participate in on and off-campus recruitment efforts, various college events such open house, college night, graduation, pinning ceremonies, etc. to increase student and community awareness of division programs.
18. Serve as the main resource for appropriate course substitutions, grade changes, late enrollments, prerequisite waivers, and section switches.
19. Serve as a resource when resolving student issues related to addressing academic concerns.
20. Reference student data when necessary; use of the degree audit component to assist students in class selection and graduation.
21. Provide support to all departments within the division including programs at the Southlake Campus in Vernon Hills and Lakeshore in Waukegan.
22. Exercise appropriate discretion and judgment; maintain confidentiality of sensitive information and documents. Avoid conflicts of interest. Report issues as they arise.

Strategic Leadership and Project Management: 25%
1. Provide values-driven leadership to build and contribute to high-performing teams that provide excellence in customer service through innovative, creative and collaborative practices to all units and campuses within the College, as well as the external community.
2. Implement the strategic plan, develop a collaborative student-focused and community-focused culture, assure fiscal viability of the department, uphold policy and procedures, proactively lead talent performance and talent development, and build community relations as a collaborative partner on the Leadership Council and within a shared governance structure.
3. Champion the values of excellence, purpose, integrity, compassion, unity and inclusion as a leader of the College. Support student and employee success by demonstrating a commitment to equity, inclusion, and respectful interactions with persons of diverse ethnic, cultural, socio-economic or educational backgrounds.
4. Assist chairs in the curriculum development process by discussing improvements to courses in certificates and/or degrees
5. Analyze and discuss student enrollment trends with chairs and dean to produce a student-centered schedule that meets the expectations of the college’s strategic goals.
6. Collaborate with BUS chair and CJPL staff to develop and implement a successful apprenticeship program with AON.
7. Team up with Adult Education to offer classes in AMT, CIT and CRJ for the ICAPS program.
8. Assist with the Program of Study process


Personnel Management: 5%
1. Coach, mentor and develop employees across all departments, divisions and units of the College in collaboration with leaders throughout the College.
2. Directly hire, lead, manage, support and empower [employees on the team to job success at the College.
3. Encourage and support personal and professional development and learning, well-being and work-life integration.
4. Coach and mentor office staff to provide the best possible customer service and accurate information
5. Supervision, leadership and professional development of staff in the division in a team environment. Supervise the shared Academic Operations Associate. Supervise student employees: Assigning duties and overseeing assignment completion. This may vary at other divisions.


Other: 10%
1. Participate on strategic and/or functional cross-departmental teams, committees and councils at the request of the division or unit leaders.
2. Participate in professional associations/organizations and educational activities that enhance subject matter expertise and leadership competencies, knowledge, understanding and interpersonal skills. Remain knowledgeable of current state and federal laws, regulations, and best practices in the field of appointment ensuring the College’s policies, procedures, practices and programs conform to laws and regulations and align with the mission, vision, values and strategic goals of the College.
3. Participate in diverse college committees
4. Serve on task forces as they relate to technical and curricular areas of the job
Perform any and all other duties assigned that support the mission, vision, values and strategic initiatives of College of Lake County and goals of the department, division and unit of appointment.

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