Office Manager- Academic Affairs

Duties Responsibilities Administrative Support to Academic Affairs: 60%

• Provide daily administrative support to the Associate Director of Academic Affairs (AscDAA) including but not limited to calendar management, scheduling meetings and associated materials, and travel arrangements and reimbursements.
• Manage the Academic Affairs email inbox by responding to, monitoring, organizing, and triaging emails to appropriate staff to ensure timely responses.
• Maintain updated reports on Academic Affairs workflows including but not limited to course proposals and project scheduling and pacing.
• Coordinate with HR to confirm and update Academic Affairs records when new instructors (adjuncts, postdocs, etc.) are hired by the i. School, ensuring timely communication and record accuracy.
• Participate in course scheduling and data entry associated with term-based assignments. Maintain documentation and distribution following completion.
• Create and maintain document templates and organize requests as needed.
• Assist in organizing correspondence and notifications to i. School instructors through school communications or other university systems as directed by the AscDAA. Course Scheduling Support: 35%
• Provide backup to semesterly entry and audit Teaching Assistant (TA) appointments (fall, spring, and summer) via the i. School HR portal, ensuring accuracy and compliance with university policies.
• Serve as the primary content manager for the Academic Affairs intranet site (i. School Connect via Microsoft SharePoint), including calendar updates, document uploads, and deadline postings.
• Reconcile course enrollments and room assignments and maintain updates in the Academic Affairs primary scheduling planner (e.g., data entry, running reports, tracking deadlines). Other Duties – 5%
• Support Academic Affairs initiatives and provide coverage for other staff within the unit during absences or peak workload periods.
• Perform other related duties and assist with special projects as assigned.