Assistant Director, Instructional Services

• Demonstrates a thorough understanding of University policies, procedures, and best practices to support instructional staff hiring processes. 

• Acts as a key representative of the program for instructional staff recruitment and screening, ensuring timely completion and compliance with University and Divisional policies. 

• Manages planning, execution, and assessment of the recruitment, assignment, and onboarding of teaching assistants, graders, and any other instructional support staff (including HR-related processes for payment) on a year-round basis. 

• Coordinates, documents, and facilitates recruitment, hiring, onboarding, and orientation processes for instructional staff, including communication of HR onboarding steps and monitoring progress. 

• Collaborates with faculty on the recruitment, screening, and selection of instructional staff. 

• Drafts instructional staff applications, offer letters, pay memos and maintains human resources data and records. 

• Troubleshoots instructional staff technology access issues, academic issues with students, payroll concerns and solves straightforward problems using standard procedures. 

• Maintains accurate documentation and tracks appointment and visa expiration dates and annual hours worked to ensure continuous compliance. 

• Works with the PSD HR regarding visa processes and work authorization for instructional staff. 

• Develops resources to support new and returning instructional staff professional development and serves as a general resource for program information. 

• Supports process improvement and ad hoc reporting. 

• Communicates quarterly timelines and deadlines for instructional staff course preparation, scheduling, grading, and other key academic activities. 

• Provides support for course Canvas sites and Zoom access to facilitate instructional delivery. 

• Identifies operational goals and assists with resource allocation to meet priorities. 
• Supports hiring for academic faculty and other temporary staff as needed. 
• Assists with and coordinates faculty meetings and events and performs other related duties as required. 
• Supports annual foundational assessments, assisting faculty and students with communications, troubleshooting, and process guidance. 
• Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries. 
• Sets 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 moderate/high levels of interactions with faculty, researchers and staff for committee work or information. 
• Performs other related work as needed. 

Preferred Qualifications

Experience:    

• Experience working in academic affairs and/or HR.  

• Experience working with faculty in a research-intensive university environment. 

• Experience hiring international personnel and/or interfacing with an office of international affairs in a post-secondary institution.  

• Small-scale meeting or event planning/execution. 

• Project management experience.  

Technical Skills or Knowledge: 

• Experience with learning platforms and technologies (e.g., Canvas, Zoom, Whiteboard). 

• Proficiency in office software for data management and reporting purposes such as Microsoft Excel, Google Docs, etc. 

Preferred Competencies

• Outstanding interpersonal skills including the ability to resolve problems with a high degree of discretion, diplomacy, and tact.  

• Outstanding written and verbal communication skills, including the ability to clearly communicate to a diverse audience including students, faculty, donors, and staff. 

• Ability to coordinate with many partner offices simultaneously to innovatively problem solve on behalf of students and staff.  

• Superior organizational skills and constant attention to detail. 

• Ability to work independently, with guidance in only the most complex situations. 

• Commitment to excellent customer service, including tact, discretion, and proper judgment as necessary. 

• Expertise to collect and maintain a vast array of records to improve organizational knowledge and data points. 

• Ability to influence others without formal authority by building positive working relationships. 

• Basic knowledge of generative AI tools such as chatGPT. 

Working Conditions

• This position is eligible for a partially remote work schedule.

• This position requires occasional work on evenings and weekends. 

Application Documents 

• Resume (required) 

• Cover Letter (required) 

• 2-3 Professional References – Contact Information Only (required)