Administrative & Academic Cluster Supervisor - Art & Sciences

Scheduled Hours

37.5

Position Summary

The Arts & Sciences Academic and Administrative Cluster (AAC) provides academic units with fundamental academic and administrative support. The Academic and Administrative Cluster Supervisor oversees the work of staff in the AAC and is responsible for implementing AAC policies, procedures, and best practices within academic units to ensure effective, accurate, and timely service to the academic units partnering with the AAC. The supervisor must make decisions that are responsible, accountable, justifiable, and defensible in accordance with various levels of policies and procedures (departmental, A&S, AAC, and University). Additionally, the Supervisor will take on some higher-level administrative functions for an academic unit, ones that require a greater decision-making responsibility, such as being a resource for chairs/directors on university functions, managing building renovations, interacting with general counsel, etc.

Job Description

Staff Supervision and Training

• Supervise and evaluate direct reports (AAC Coordinators): Review work, give feedback, develop administrative skills and abilities.

• Provide training to direct reports and occasionally trainings to all AAC employees.

• Ensure direct reports understand various levels of policies and procedures (departmental, A&S, AAC, and university) and any departmental exceptions.

• Assist AAC coordinators with complex issues and problem-solving, helping them enhance the quality and efficiency of their service.

• Assist AAC coordinators with prioritization of tasks and assignments, reassigning workflow as needed to ensure departmental and university deadlines are met.

• Hold weekly meetings for direct reports focusing on development and dissemination of pertinent information.

• Responsible for recruitment and onboarding direct reports: new hires and staff in academic units transferring to the AAC.

Academic Unit Support

• Stay current on all tasking and work needs of academic units supported by their direct reports.

• Implement various levels of policies, procedures, best practices and deadlines (departmental, A&S, AAC, and university) within academic units, ensuring departmental leaders (chair/director, DUS, DGS) understand, are in agreement with, and grant/seek exceptions to polices/procedures as necessary.

• Plan, evaluate, and improve the efficiency and effectiveness of business processes and procedures to enhance speed, quality, efficiency, and output.

• Review tasks and assignments given by departmental leadership, assign tasking as needed, suggesting resources outside of the AAC as appropriate. When necessary, serve as backup support to the Coordinator role ensuring work is completed accurately and on time.

• Provide high-level support to the chair/director in terms of:

  • Being a resource for A&S, AAC, and university policies, procedures, best practices, and deadlines.

  • Help troubleshoot departmental policies, procedures, best practices, and deadlines to ensure teaching and research endeavors to flourish.

  • Provide high-level administrative support for items such as: managing building renovations, interacting with general counsel, etc.

  • Discuss issues effecting the working relationship between staff and faculty/departmental leadership, and suggesting changes to promote positive leadership, collaboration, and support both to staff and chair/director.

Subject Matter Expert for the AAC--Training and Support

• Specialize in one or more areas of Academic or Administrative Support (Undergraduate, Graduate, Tenure/Promotion, Communication, Events, Faculty Searches, etc.).

• Provide formal and informal training to AAC staff members in this area: Give formal trainings to all AAC, help onboard new employees in this areas, be available should an issue arise in this area and immediate support is needed.

• Work with various academic units across the AAC to ensure coordinators and academic units are meeting the best practices, policies, and procedures, and determining a path forward for improvement if not.

Transactional Support

• Stay current on routine polices, processes, best practices, and deadlines for training and supervision needs.

• Provide support as needed to assist with workflow and project needs.

• Ensure cross-coverage for staffing needs.

• Provide backup support to other AAC Supervisors when out. Stay current on other academic units within the AAC, as well as the needs/challenges facing units and AAC Coordinators.

• Assist chairs/directors with high-level task support such as managing building renovations, interacting with general counsel, etc.

Perform other duties as assigned.

Working Conditions:

Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at a desk or table.

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

Preferred Qualifications:

• Ability and interest to understand the complexities of the academic setting and degree programs.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

Progressively Responsible (5 Years)

Skills:

Analytical Thinking, Challenge Driven, Communication, Confidentiality, Customer Service, Deadline Management, Decision Making, Evaluate Information, Interpersonal Effectiveness, Learning Oriented, Microsoft Office, People Management, Policies & Procedures, Prioritization, Proactive Behavior, Problem Resolution, Service Oriented, Sound Judgment, Supervision, Supervisory Management, Workflow Management

Grade

G11

Salary Range

$53,100.00 - $90,600.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.