Program Administration and Operations
- Provide overall administrative support for PaCE related to program implementation, scheduling, hiring coordination, budgets, communications, operations, and organizational priorities.
- Working within a collaborative team, provide administrative support for degree-completion and prior-learning-from-experience programs.
- Manage student and other personnel processes and records for PaCE as delegated by the Dean.
- Provide leadership, continuity, and institutional knowledge during staffing transitions and organizational change.
- Document and maintain current position manuals, departmental standard operating procedures, task lists, and implementation timelines.
- Perform other related duties as assigned, including duties that rotate among PaCE support staff as operational needs and capacity allow.
Budget, Purchasing, and Financial Administration
- Manage and monitor PaCE budgets in collaboration with the Academic Budget Office, including administrative budget reviews, financial reporting, fiscal planning activities, and support for faculty program budget management.
- Manage and reconcile purchase card transactions in accordance with institutional and state requirements.
- Initiate, process, and track travel documentation and expense reimbursements for the Dean and project leads in compliance with institutional and state travel regulations.
Hiring, Recruitment, and Personnel Support
- Provide administrative support for PaCE staff and faculty hiring and liaison with related hiring offices.
- Assist the Dean and Faculty Hiring Office in tracking recruitment activities and hiring timelines.
- Assist with developing and maintaining position posting materials and recruitment documentation.
- Schedule search committee meetings, interviews, and other recruitment-related activities.
Faculty Support and Academic Personnel Administration (Credit-Bearing Programs)
- Support onboarding of newly hired faculty, including developing and maintaining orientation materials, and the PaCE Faculty Handbook.
- Assist PaCE Dean(s) with scheduling faculty teaching observations and reviews in accordance with applicable Collective Bargaining Agreement requirements.
- Coordinate faculty-related meetings, communications, and administrative processes as assigned.
Professional Certificate Instructor Support (Non-Credit Programs)
- Coordinate and support hiring processes for professional certificate instructors throughout job search, contracting, onboarding, and employment processes in collaboration with the Vice Provost and Faculty Hiring and Contracts staff.
- Coordinate and support onboarding activities for professional certificate instructors.
- Maintain hiring and onboarding records and timelines for instructor appointments.
Executive and Administrative Support
- Maintain the Dean’s calendar and coordinate individual and group meetings for the Dean and PaCE team members.
- Intake, track, and respond to inquiries and correspondence on behalf of the Dean as appropriate.
- Participate regularly in staff meetings, including agenda development and note-taking.
- Draft, edit, format, and distribute correspondence, reports, memoranda, and other administrative documents as assigned.
- Attend meetings on behalf of the Dean when requested and communicate key outcomes and recommendations.
Communications, Partnerships, and Community Engagement
- Manage PaCE email accounts, main phone line, and related communications.
- Communicate information regarding PaCE events, programs, policies, procedures, and services to campus and community stakeholders.
- Support the maintenance of accurate program information, records, and resources across communication channels.
Facilities, Events, and Resource Coordination
- Manage the PaCE office suite and provide a welcoming environment and point of contact for students, faculty, staff, and visitors.
- Coordinate logistical arrangements and purchasing that supports PaCE operations and programming including space, equipment, and resource needs.
- Plan, coordinate, and support events and special activities.
- Coordinate office suite projects as needed.
Institutional Service and Collaboration
- Collaborate with colleagues across the college to support departmental and institutional goals.
- Occasionally provide support to the Academic Deans Area during peak periods or staff absences.
- Participate in college committees and work groups as appropriate.
- Contribute to a collaborative, team-oriented work environment.
