Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service.
Hamline University is an Equal Opportunity/Affirmative Action employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; sexual orientation; gender identity; gender expression; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities.
JOB SUMMARY
As primary coordinator for a wide array of processes and support needs, the Academic Operations Manager is a vital member of the Provost's team. Working collaboratively with the Provost, Associate Provost, Assistant Provost, and Director of Institutional Effectiveness, this role serves as the principal liaison between academic leadership and the broader university community, providing essential support for students, faculty, unit and committee leads, executive leadership, and the Board of Trustees.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Strategic Operations & Coordination
Orchestrate and coordinate complex daily operations for the Provost's Office
Lead and develop a team of Faculty Assistants
Serve as primary point of contact for incoming calls/mail, routing or taking action as appropriate
Advise faculty, staff, students, and committees on processes, forms, and procedures
Compile briefings for executive leaders
Prepare materials for Board of Trustees and committee meetings, coordinating pre-meeting logistics
Promote awareness and compliance with all applicable policies, standards, and regulations
Faculty & Personnel Management
Process new hires and assist with onboarding (e.g., key requests, Canvas access)
Coordinate the Faculty Annual Reflection process, communicating timelines and maintaining records
Coordinate review processes for tenure, promotion, and post-tenure review, communicating timelines and maintaining records
Coordinate faculty awards and recognition programs to celebrate excellence and impact
Coordinate processing of overload/additional compensation for full-time faculty
Coordinate the process for faculty sabbaticals
Manage and maintain databases to track hiring, academic ranks, review schedules, sabbatical schedules, and retirements/resignations/terminations
Assist Department Chairs in coordinating/conducting full-time faculty searches
Academic Programs & Student Services
Coordinate the Student Progress Committee and related processes (e.g., recognition of students for the Dean's List)
Provide document support for various processes (e.g., HLC accreditation)
Collaborate with the University Events office to organize special events (e.g., Phi Beta Kappa initiation; awards ceremonies, end-of-year celebration)
Budget & Resource Management
Track allocations and expenditures of specific budgets, ensuring fiscal responsibility and compliance with appropriate policies and limitations
Verify accuracy of pay invoices/reimbursements in a timely fashion
Monitor academic expenditures to ensure fiscal responsibility, alignment with strategic priorities, and compliance with limits and regulations
Manage technology leases for all academic units
Process Improvement & Administrative Support
Implement a well-organized system of notifications and reminders to ensure timely awareness and completion of time-sensitive tasks
Co-manage daily calendars to assist with scheduling for the Provost team
Streamline and automate processes to improve efficiency and accuracy where possible; for example, by leveraging the Google Workspace ecosystem, including Gmail, calendar, drive, and Gemini (AI)
All other duties as assigned.
REPORTING RELATIONSHIPS
This position reports to the Provost/Dean of Faculty. This position supervises 2 employees.
BUDGET MANAGEMENT RESPONSIBILITIES
This position is responsible for the following budget: Provost office budget.
Budget Range: $500k
REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND KEY COMPETENCIES
Excellent problem-solving skills, including the ability to analyze problems, draw relevant conclusions, and devise appropriate courses of action
Outstanding ability to multi-task and adapt to changing priorities and tasks
Strong attention to detail
Excellent time management skills and organizational skills
Ability to work independently, take initiative, develop office procedures, and handle multiple tasks in a professional, well-organized manner, even in an environment with frequent interruptions
Excellent presentation, written, and verbal communication skills
Proven ability to work under stress and tight deadlines
Ability to handle highly confidential and/or sensitive information and materials appropriately, including compliance with the Family Educational Rights and Privacy Act (FERPA) when handling and maintaining confidential student information
Ability to anticipate the administrative needs of the Office of the Provost and Dean of the Faculty
Experience and sensitivity working with students from diverse backgrounds
Proficiency with computer applications to include Microsoft Office Suite, Google, and Google Apps
Experience with an Enterprise Resource Planning (ERP) system (e.g., Workday, SAP, Oracle, UKG)
Working knowledge of Workday
Experience using AI to increase productivity and efficiency in administrative work
Ability to understand and adhere to complex policies, rules, and regulations, including the University Faculty Handbook
Thorough understanding of budgeting/financial rules and policies, standard IRS rules and standard accounting principles, preferably in a university environment
MINIMUM EDUCATION/EXPERIENCE/EXPECTATIONS
Bachelor's degree from an accredited college or university.
Five (5) years' professional experience providing administrative support to senior management
Five (5) years professional customer service experience
PREFERRED EDUCATION/EXPERIENCE/EXPECTATIONS
Five (5) years' experience as an executive assistant to a senior administrator
Bachelor's degree from an accredited college or university
Three (3) years' experience working in higher education
Training or experience in an accounting-related field
Experience with Workday
Knowledge of, or willingness to learn, AI tools
WORKING CONDITIONS / EQUIPMENT
Must be able to perform the following essential functions with or without a reasonable accommodation:
Ability to work on a computer for extended periods of time
Ability to travel to on and off campus locations
ADDITIONAL INFORMATION
This is a full time 1.0 FTE non-exempt position. Occasional evening and/or weekend work may be required.
EEO/DIVERSITY STATEMENT
Hamline University will not tolerate discrimination, harassment, or retaliation based on race; color; religion; creed; sex; national origin; marital status; familial status; status with regard to public assistance; service with a local human rights commission; disability; age; or protected veteran status in its employment and educational opportunities.
All questions marked 'Required' need to be answered in order to submit the application. It is important that your application show all of the relevant education and experience you possess. Applications may be rejected if incomplete. If rejected, you must reapply for the position in order to be considered. A resume or curriculum vitae, a cover letter outlining your qualifications for and interest in the position, contact information for 3 current, professional references, as well as copies of transcripts (if required) must be uploaded with each application .
