Job Description

　　In order for your candidacy to be considered, you must apply at http://jobs.fitchburgstate.edu. You will not be considered for this position unless you apply at that link.

　　GENERAL STATEMENT OF DUTIES: The Director of Operations is responsible for managing key processes in the School of Graduate, Online and Continuing Education (SGOCE) to increase and maintain operations efficiency. The Director will coordinate the annual budget process in collaboration with the SGOCE Dean, Associate Dean and the Finance Office. The Director of Operations will be responsible for leading the SGOCE course scheduling process to include coordinating schedule reviews, review of course schedule related petitions, training and related communication in collaboration with the SGOCE team and academic departments. This position will also manage the SGOCE operations calendar for the SGOCE to maintain compliance and timeliness with required processes and workflows. In addition, the Director of Operations will manage the collection of course syllabi, course evaluations and SGOCE data reporting needs by developing and maintaining a structure and timeline for collecting the data for assessment, operations and collaborating with campus partners such as Institutional Research to address data needs. In summary, this position will support operations within SGOCE and work on process improvement and maintenance initiatives.

　　SUPERVISION EXERCISED: Leads work study in specific projects when necessary and a dotted line to the Administrative Assistant for SGOCE.

　　DUTIES & RESPONSIBILITIES:

　　Responsible for and manages the daily operations within the SGOCE department and assists the Dean of SGOCE.Serve as a liaison between SGOCE and Finance. Manages with the dean the department budget processes to include: Preparing for the annual budget review and proposal process Assist the SGOCE Dean and Associate Dean with the preparation, tracking, and reconciliation of SGOCE's budgets, revenues and expendituresPerform monthly/quarterly analysis of budget to actual activity for both revenue and expenditure accounts for the SGOCE and its affiliates Provide variance reports and seek feedback regarding variances and trends. Develop and recommend proposals for corrective actionsOversee the faculty development stipend process, reconciles statements and assists with all payment related questions and processesLeads the course scheduling process as follows:Reviewing and updating the schedule in accordance with the department timeline in collaboration with the academic departments. Communicating with departments regarding schedule changes.Reviews course schedule related requests/petitions from departments and make decisions based on SGOCE guidelines.Maintaining course scheduling process guidelines and tutorials for departments.Manage the teach-by-arrangement and teaching as part-of-load rosters..Creates and maintains the topics course database.Monitors course offerings and enrollments; coordinates the course cancellation process.Oversees the 2-year course rotation updates for each SGOCE programManages the waitlist process and communication in collaboration with the SGOCE team and department chairs.Other related scheduling needs. Responsible for managing departmental reporting needs and processes to include:Manages, develops and monitors process for requesting new reports Creates timeline and clarifies role assignments for running reports. Understands SGOCE data systems such as Banner, Navigate, Slate. Serves as the primary lead for Crystal Reports, and assists the SGOCE team in developing reports needed in collaboration with the office of Institutional ResearchProvides assistance to team members on understanding and analyzing reports. Sharing reports with key stakeholders in accordance with the SGOCE calendar.Collaborating with the SGOCE team to develop and maintain a regular assessment process of data needs. Manages the SGOCE operations calendar by keeping all major tasks/operations updated and outlined on the team calendar. Communicates upcoming important dates to the team and helps to keep the team on target for upcoming deadlines.Lead the development and distribution of the SGOCE semester newsletter including collecting content, editing and formatting the newsletter and distributing in accordance with the established timeline.Manages the school calendar by coordinatingupdates across the division, communicates changes to necessary departments and monitors the calendar on the website in collaboration with the Dean and SGOCE team. Manages the annual SGOCE program assessment process by providing program chairs with programmatic data and working in collaboration with the Office of Assessment on the format, timeline and analysis of the findings. Manages the collection of course syllabi each semester and overseeing access for the departments in collaboration with the SGOCE Dean's administrative assistant. Oversees course evaluation process each term for SGOCE courses/faculty in collaboration with the SGOCE Dean's administrative assistant. Oversees coordination of special events such as Stop out Stop Outs Day, SGOCE faculty development in collaboration with the Director of Digital Learning and other SGOCE focused events in collaboration with the SGOCE Deans administrative assistant. Responsible for preparing, sending and tracking SGOCE program chair and department chair annual contracts in accordance with the school calendar. Manages faculty communication and tracking of book/materials postings for courses each semester in collaboration with the Bookstore, Academic Departments and Academic Affairs. Directs the student scholarship process by reviewing scholarship submissions, communicating with students about the status of scholarships and applications, working with internal University departments to update/communicate scholarship in alignment with deadlines/schedule. Oversees the SGOCE catalog process, by collecting catalog changes, making the necessary changes, communicating catalog change needs with SGOCE chairs and team members and collaborating with the Registrar, Institutional Research and Academic Affairs on the process. Responsible for managing the graduate assistant process by advertising graduate assistant positions, maintaining graduate assistant website, working with Human Resources to coordinate the hiring process for each assistant position, maintaining knowledge of best practices and research related to Graduate Assistantship management and requesting updates as needed to the process. Assisting with process review, maintenance and improvement initiatives. Other duties as assigned

　　Qualifications

　　1. Master's Degree preferred, Bachelor's degree required in B usiness Administration Management or related field with experience in an office or business environment, preferably higher education experience with a working knowledge of office practices, procedures and equipment.

　　2. Candidates should possess three to five years of full time or equivalent part time experience , budgetary experience highly desired.

　　3. Excellent computer skills; working knowledge of Microsoft Office applications, Google suite and knowledge of databases and reporting systems such as crystal reports.

　　4. Strong written and verbal communication and presentation skills.

　　5. Excellent interpersonal skills including ability to interact with students, faculty, staff, and the public.

　　6. Familiarity with student records systems, with knowledge of Banner, Navigate, Slate and Web4 a plus.

　　7. Ability to maintain and use discretion in handling confidential information.

　　8. Experience working collaboratively with diverse populations.

　　9. Ability to work efficiently on a variety of tasks with minimal supervision.

　　10. Organizational skills for accurate record keeping and data collection.

　　11. Ability to establish and maintain harmonious and collaborative working relationships within the department and with the university community and the general public.

　　12. Ability to perform above duties with or without reasonable accommodation.

　　13. Must be able to satisfactorily pass a check conducted by the Criminal History Systems Board (CORI) as well as a background check satisfactory to the university.

　　14. Ability to perform above duties with or without reasonable accommodation.