Job Description

Responsibilities:

Manage OAA’s various reporting responsibilities driven by faculty data, including Academic Headcount Reports, WorkDay reports, IT systems, Faculty Activity Reporting (F180), and updates of faculty information such as rank and title, etc.

Support the implementation of systems and schedules so that data, such as Faculty Activity reporting data, is collected and reported on time to Client stakeholders.

Drive forward improvements to the University’s current systems, working closely with academic appointments partners in support of all divisions.

Ensure that Client staff can access and understand the reports.

Manage numerous processes around the submission of official documents and the issuance of administrative approvals, including the tracking of requests made to the Executive Director’s Office (ensuring that requesters are responded to on time); the application of provost approvals of contracts, renewals, and promotions; the Provost Office planning documents as they pertain to faculty hiring, promotions, and tenure, academic review; and the annual Activity Reporting administration.

Process submissions to the Client Provost when needed.

Devise communication strategies and tracking processes, including automated tools, so that divisions and faculty remain aware of deadlines and receive reminders.

Manage document submissions to email aliases.

Maintain hard-copy and electronic confidential files, records, and document management/retrieval systems.

Modify and/or create databases and complex spreadsheets.

Maintain the accuracy of data in Workday, flagging discrepancies to the Executive Director.

Flag discrepancies in Interfolio to the Executive Director and Associate Directors.

Respond to a variety of inquiries by phone calls and email for information such as ad-hoc requests for data, resolve routine and non-routine problems, and consult with supervisors or others, as needed, on more complex issues. Generate data-driven reports and PowerPoint presentations for OAA meetings and Client Leadership.

Perform special assignments and projects assigned by the Executive Director and Assistant Directors.

To support the Executive Director in the daily management of the office, manage the office calendars, and schedule meetings/videoconferences internally and across Client’s campuses to enhance an agenda-driven work culture that can meet deadlines.

Manage the hard-copy and electronic confidential files and records, such as the Hiring Plan and Budget Files, and document management/retrieval systems.

Serve as a liaison and coordinate as needed between university offices and senior managers in Abu Dhabi. Juggle competing deadlines to maximize efficiency.

Drive tasks forward so that deadlines are met and issues are addressed and resolved. Establish a monitoring and status-of-work reporting system regarding ongoing office projects for which the Executive Director is responsible. Analyze issues, data, conduct research, and provide guidance to the Executive Director on best practices.

Customize and/or compose memos on own initiative or in response to administrative matters for supervisor's review and approval. Proofread documents for accuracy and completeness.

Provide on-site support each year during faculty orientation events, welcome dinners and receptions, including J-Term events in January and June.

Help to plan events and manage them as they take place.

Manage administrative financial tasks (such as the Purchasing Card), compare bills and invoices with actual expenditures, and investigate and resolve discrepancies with the budget office.

Generate POs, process new external vendors, and handle financial paperwork. Maintain hard-copy and electronic confidential files, records, and document management/retrieval systems.