Associate Director, DoVA Programs and Administration

Location: Chicago, ILJob Description:Provides guidance and support to students, addressing their academic needs, advising on course selections, and ensuring a positive educational experience.Manages registration and communication process for MFAs. Meets with students individually to plan classes.Tracks student process toward degree completion. Assesses and approves undergraduate minor forms.Updates department curriculum, TA policy, and Mentoring Plan yearly in consultation with DGS, Chair, DOS.Maintains orientation Canvas site for incoming MFAs. Assesses BA curriculum and updates College Catalog.Assigns MFA mentors to BA students. Designs critique and reviews structures for MFA and BA students.Oversees scheduling of student critiques and reviews in consultation with Logan staff and with knowledge of facility needs and limitations.Supervises classroom maintenance and improvements.Counsels students in distress and refers to the appropriate University resources.Collaborates with faculty to ensure academic programs are effectively delivered, including assisting in curriculum development and maintaining academic standards.Leads administrative processes for all faculty and OAA hires, review, and promotion, including managing or delegating processes on Interfolio.Coordinates search events with faculty and students; supervises employee who schedules travel and arranges job talks.Manages teaching fellow application process, from initial application submission to final selection.Trains new faculty and instructors on departmental, divisional, and University-wide policies and processes.Develops, monitors, and manages the department’s budget, ensuring financial resources are allocated appropriately to support the department’s goals and objectives.Proposes operational and instructional budgets to College and Division.Tracks spending and processes transfers for all departmental accounts; ensures budgets are not exceeded and records are accurate; provides reports. Approves transactions.Manages program budgets and fiscal year-end close process, analyzes budget data, and makes budgetary recommendations.Oversees the day-to-day operations of the department, ensuring efficient workflows, and managing departmental resources.Directly supervises 2 full-time staff, Program Administrator and Curator and Open Practice Committee and Student and Academic Affairs Coordinator.Trains staff and faculty on policies and procedures, compliance, and office protocols. Recommends and executes process improvements. Assesses workloads for coverage and efficiencies.Develops and maintains best practices and processes documentation (e.g., procedure manuals and Standard Operating Procedures) for department operations to ensure continuity and workflow.Discusses performance goals and promotes professional development opportunities. Engages in annual performance management process. Provides feedback and guidance to staff on day-to-day, short-term, and long-term activities.Manages course scheduling process, ensuring courses are aligned with student needs and departmental goals. Assists in the development and implementation of curriculum.Identifies curricular needs and works with DUS, DGS, and Chair to ensure appropriate classes are offered.Works with faculty to schedule their courses for the year.Keeps course descriptions and teaching schedule up to date in CIM.Works with faculty and OPCC to design and schedule travel seminars.Manages application and appointment process for teaching assistants; matches TAs with appropriate assignments.Works with Logan staff to identify and reserve appropriate space for curricular and non-curricular activities.Partners with admissions office to support recruitment and retention of students, participates in outreach initiatives, and provides information on departmental offerings.Conducts open house events with prospective BA and MFA students.Meets and communicates with prospective MFA and BA students and their parents.Provides one-on-one and group tours for prospective students.Uses in-depth knowledge and experience to administer the delivery of services to DoVA participants and/or beneficiaries.Develops and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.Has a deep understanding when interacting with faculty, researchers and staff for committee work or information.Performs other related work as needed.Preferred QualificationsEducation:BA in arts or related degree.Experience:5+ years administration and/or office management.People management, team building, supervision.Finance and budget management.Project management.Higher education experience providing student and/or academic support services.Technical Skills or Knowledge:Proficient in MS Office (Word, Excel, Outlook, Teams).Skilled at learning new software systems (financial, website, graphic design).Social media outlets (Facebook, Twitter, LinkedIn).Excellent English writing, proofreading, and editing skills.Preferred CompetenciesStrong leadership, organizational, and communication skills.Manage multiple priorities in a dynamic academic environment.Successfully function in complex administrative structure.Strategize effectively, strong analytical skills.Skilled at time management with excellent organizational skills.Attention to detail while also maintaining perspective on overall department and division needs.Meet deadlines.Maintain confidentiality.Anticipate and resolve problems.Work independently and part of a team.Juggle multiple and complex projects simultaneously.Act independently, decisively, and with good judgment, coupled with the ability to keep colleagues and supervisors appropriately informed and involved.Cultivate strong, positive working relationships with diverse constituents.Application DocumentsResume/CV (required)Cover Letter, including your interest in this position (required)Three References Contact Information (3)(required)

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