Academic Services Office Manager

Location: Portland, OR
Date Posted: 04-03-2018
Warner Pacific University’s Mission:  Warner Pacific is a Christ-centered, urban, liberal arts University dedicated to providing students from diverse backgrounds with an education that prepares them to engage actively in a constantly changing world. Our hiring practices reflect our missional commitment to being a Christ-centered institution. 
 
Warner Pacific University’s Commitment to Diversity: Warner Pacific University is committed to hiring staff and faculty with an intentionality that demonstrates the importance of having an employee community that reflects the racial and ethnic diversity of the students we serve. Persons of color are strongly encouraged to apply.

Summary Description:  The Academic Services Office Manager is a full-time, benefit eligible position reporting to the Associate Vice President of Academic Affairs.  This role oversees and manages academic support services for PGS faculty, students & staff, including supervision of curriculum development functions; serves as liaison with WPU Operations teams and other site managers; oversees and manages contracts and instructional support for adjunct faculty; handles administrative duties to support the AVP as assigned.
 
 Essential Functions:
  • Oversees and/or serves as liaison (as appropriate) for all issues related to site operations at PGS, including (but not limited to):
    1. Classroom maintenance and room assignments
    2. Building security, access, and maintenance
    3. Remote locations management, including space reservations, problem-solving and quality control
    4. C-205 operational management (e.g., signage, office allocation, etc.)
    5. Coordinating weekend schedules with security office and property management company
    6. Managing master keys and access at C-205
    7. Managing copy machine access and maintenance
    8. Processing course materials
    9. Trouble-shooting and problem-solving related to classroom needs (media cart, white boards, etc.)
  • Facilitates adjunct faculty assignments and manages adjunct faculty loads, including (but not limited to):
    1. Meeting regularly with department chairs and program leaders to review and assign instructors to upcoming PGS courses.
    2. Tracking open courses and soliciting faculty for open assignments
    3. Creating, distributing and collecting faculty contracts for all adjunct faculty
    4. Enlisting faculty involvement with candidate interviews
    5. Tracking courses with low enrollment and facilitating appropriate decision-making regarding cancellations, low enrollment contracts, etc.
    6. Scheduling special presentations, such as Thesis Workshops and Presentations, etc., including all logistical needs
  • Directs day-to-day operations with instructional staff, including (but not limited to):
    1. Securing substitute instructors in emergency situations
    2. Responding to questions related to adjunct salaries and related payments
    3. Facilitating communication with advisors and faculty when changes are required (e.g., cancellations due to illness, inclement weather, etc.)
    4. Creating and distributing regular communications with faculty and staff serving in remote campuses to ensure up-to-date instructions for service in various locations.
  • Supervises and directs the work of the Curriculum & LMS Quality Assurance Specialist, including but not limited to:
    1. Ensuring consistent and timely payment for curriculum development.
    2. Developing continually improving systems and processes for the collection and dissemination of course evaluation data.
  • Supervises and directs the work of the Student Entry and Services Coordinator.
  • Creates new PGS cohort calendars and distributes to staff.  Maintains and updates existing calendars as necessary to ensure that all staff members have access to accurate calendars.  Ensures timely creation of course sections, including creating instructional records in Colleague.
  • Oversees requests for payment and purchase requisitions for PGS functions.  Collects and reviews invoices, including purchases made with PGS credit card, and ensures timely submission.  Oversees and maintains office supplies as needed.  
  • Serves on PGS Leadership Team and on institutional committees as required.
  • Maintains calendar and schedules meetings for Associate Vice President for Academic Affairs.
  • Be present in the office during regular office hours (9:00 a.m. to 6:00 p.m.) and attend staff and department meetings as required.
  • Contribute to the support and implementation of the University Strategic Plan.
  • Participate in Warner Pacific University professional development opportunities.
  • Demonstrate commitment to a Christian liberal arts education by upholding to the mission of the University and abiding by the Employment Standards and Lifestyle Agreement.
  • Perform other duties as assigned.
 
Minimum Qualifications:
  • Five years of experience in an office/professional environment
  • Proficient computer skills in word, excel, PowerPoint, Outlook, etc.
  • Driver’s license and ability to drive to and from 205 campus (ADP) and traditional campus, and remote campuses as required.
  • Ability to work collaboratively and with limited supervisory oversight.
 
Preferred Qualifications:
  • Bachelor degree in business related field
  • Management experience in Higher Education environment
  • Professional experience in an accelerated Adult Learning program. 

Physical Demands – Work Environment: 
The position is located in a typical office environment.  Professional/business casual attire is required.

Employment and Lifestyle Standards:
Warner Pacific is a Christ-centered urban liberal arts University dedicated to providing students from diverse backgrounds an education that prepares them to engage actively in a constantly changing world. The University was founded in 1937 by the Church of God (Anderson, Indiana) and maintains a covenant relationship with that body. Central to Warner Pacific’s identity as a Christ-centered higher education institution is the policy of hiring persons whose personal and professional lives reflect:
 
1.  A belief in the deity of and commitment to Jesus Christ and the Christian faith, as interpreted through the historic witness of Scripture and the continuing ministry of the Holy Spirit.
2.  The practice of following Christ through day-to-day personal lifestyle choices.
3.  A vitality of Christian experience maturing in insight and application and appreciative of differing viewpoints.
4.  A commitment to life-long learning and service through personal and professional development.
5.  For teaching faculty, the expression of artful teaching, based on mastery of relevant subject matter and in an environment of purposeful and rigorous inquiry amongst a community of scholars who support one another.
6.  A capability, by temperament, preparation, and will, to support students as they confront the intellectual, social, physical, emotional, and spiritual challenges of their lives.
7.  A sensitivity to and support for the mission, core themes, vision, values, ethos and traditions of the Warner Pacific University community.
8.  A commitment to teaching and serving in harmony with the doctrines of the Bible as understood and generally held by the Church of God Reformation Movement.
 
Employee Agreement:
Mission-based hiring is of critical importance to Warner Pacific University. From its inception, the Church of God has resisted condensing the Scriptures into a formal creed, instead emphasizing salvation as the entrance into the body of Christ; unity in diversity; and a call to holy living as God’s people representing Christ in the world. Warner Pacific, rather than requiring subscription to an institutional doctrinal statement, asks each employee to affirm a personal faith in Jesus Christ by providing a statement articulating the ways in which faith informs the employee’s understanding of his or her vocation at Warner Pacific. Employees are expected to demonstrate and articulate a vital Christian faith and to live in a manner consistent with a Christ-centered lifestyle as informed by the Scriptures of the New Testament.
 
Further, to ensure orderly operations and provide the best possible work environment, all Warner Pacific University employees are expected to maintain the highest levels of ethics, professionalism, integrity, and judgment.  Employees must obey all laws governing the workplace and the business of the University, as well as treat others (students, suppliers, and co-workers) with honesty, respect, and personal dignity in all interactions.  Conduct that is malicious, abusive, threatening, dishonest or unlawful is not acceptable.  Employees who feel they are being subjected to conduct of this kind should bring the concern to Human Resources. The University environment is expected to be free from discrimination and harassment (including bullying). When an individual’s behavior has direct implications for others and/or the well-being of the University community, there may be cause for institutional involvement, regardless of where the situation occurs. 
 
Warner Pacific University desires to provide a safe and healthy environment for staff, faculty, students, visitors and guests. Therefore, smoking is not permitted on University property, in its vehicles, or at any University sponsored event. The use of illegal drugs or non-prescribed controlled substances is strictly prohibited. Use of alcoholic beverages, tobacco products, electronic cigarettes or marijuana is strictly prohibited on Warner Pacific University campuses.
 
Equal Opportunity Employer:
Warner Pacific provides equal opportunity for employment and advancement for all employees and applicants regardless of race, color, sex, gender, national origin, citizenship status, disability, age, genetic information, status with regard to public assistance, veteran status and any other status protected by laws and regulations to which Warner Pacific is subject.  All employment decisions, including hiring, promotions, compensation, benefits, transfers, and terminations are made in a manner that does not discriminate against individuals in the categories discussed above.  Because Warner Pacific is a Christian liberal arts University, the University exercises its legal right to hire Christian employees to fulfill its mission and purpose.
 
Commitment to Diversity: 
Warner Pacific University is committed to building a culturally diverse faculty and a multicultural learning environment. Inquiries are encouraged from candidates who will enrich and contribute to the cultural and ethnic diversity of our University. Warner Pacific University is an Equal Opportunity Employer that seeks a diverse workforce of committed Christians from all racial, ethnic, and socio-economic backgrounds.
 
Benefits:
Warner Pacific University offers a full range of traditional benefits for qualifying employees, including medical/dental insurance, disability, life insurance, paid vacation and sick time, mission leave, tuition remission, and retirement savings.
 
To Apply:
In order to be considered an applicant for this position, please complete our online employment application at www.warnerpacific.edu/jobs.  Click “Apply Now” to complete the online application, and submit the following: 
  • Resume
  • Cover letter with names/contact information for three professional references.
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