Academic Data Coordinator

Posting Number: R0006979
Location: Portland Campus

ABOUT WILLAMETTE UNIVERSITY:

Willamette University, founded in 1842, is a nationally-renowned private university enrolling 2800 students across five colleges. Our historic campus, adjacent to the Oregon State Capitol, hosts a distinguished undergraduate liberal arts college in Salem, Oregon. Our downtown Portland campus is home to the Pacific Northwest College of Art (PNCA). We offer a wide range of professional graduate programs, including Oregon's top-ranked MBA program, the Northwest's oldest law school, as well as MA/MFA programs at PNCA and master's degrees in data science and computer science.

Willamette University provides a high-value and comprehensive benefits package to eligible employees. Our Benefits Summary includes options for health, dental, life insurance, retirement, substantial paid time off, tuition and more. If you need assistance applying for a job or have any questions on recruitment at Willamette, please contact our HR Department, hr@willamette.edu or call us at 503-370-6210.

POSITION SUMMARY

The Academic Data Coordinator is a 12 month, full-time position that supports data collection, reporting/record-keeping and administrative processes for faculty and curricular programs in the Dean's Office at the Pacific Northwest College of Art (PNCA). This position serves as administrative lead on academic course scheduling, academic data analysis, faculty review, faculty development and awards.

RESPONSIBILITIES

Faculty Affairs

• Manages record-keeping and files for faculty review including: evaluation timeline, rank change files, scheduling evaluations, manage course evaluation collection, distribution and archiving.
• Assists Sr. Associate Dean and Dean in managing documents related to sabbatical, retirement and emeriti faculty.
• Manages and updates syllabus template and faculty Canvas sites and MyWillamette intranet site
• Coordinates and tracks faculty development grants and annual awards
• Creates reports and drafts impact stories on faculty grants and projects.
• Manages data and record-keeping for the faculty Senate, including meeting records and managing governance archives and long term record keeping. May engage with other committees of the faculty as directed by the Sr. Associate Dean or Dean.
• Works with the Institutional Research Office as necessary to support data related to faculty
• Supports Dean's Office and HR on issues related to faculty contract processing as necessary.
• Analyzes and provides data on faculty course assignments for the purposes of contracting and step tracking
• Reviews and ensures updates of faculty pages on institutional websites.
• Creates and manages faculty newsletter.

Academic Scheduling

• Under the supervision of the Sr. Associate Dan, supports faculty in course scheduling at PNCA. This includes: setting an annual timeline for schedule development and completion; communicating with Chairs about deadlines, milestones, and schedule conflicts; managing all daily aspects of Coursedog software program.
• Manages the course cancellation process with all necessary campus partners.
• Creates reports on course enrollment patterns and generates other reports and data necessary as instructed by the Sr. Associate Dean.
• Coordinates with the Registrar on issues related to catalog.

Curriculum Tracking & Data Management

• Staffs the curriculum committee and inputs required course or program change materials in Coursedog, under the supervision of the Sr. Associate Dean.
• Manages new course proposal work in CourseDog and ensures notification of curriculum changes to advising, admissions and marketing and communications.

General Administration

• Under the supervision of the Sr. Associate Dean supports record keeping related to Fulbright Scholars and other international partnerships managed with the Office of International Education.
• Manages logistics related to faculty development trainings and annual orientation.

Special Knowledge, Skills, & Abilities

• Experience with data analysis, database administration and administrative project management.
• Experience working with complex teams.
• Excellent planning and organizational skills.
• Excellent communication skills-written and verbal.
• Strong negotiation and effective interpersonal skills.
• Solid analytical and problem solving skills.
• Attention to detail and accuracy.
• Understanding of academic scheduling or event and program scheduling.
• Ability to multitask and manage deadlines.
• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
• Outstanding customer service skills-with an emphasis on cross-cultural communication.
• Adaptability and flexibility.

QUALIFICATIONS

Minimum

• Bachelor's Degree from accredited college or university preferred or High school diploma and 3 years of years progressively responsible administrative experience in a professional business, academic or public sector setting

Preferred

• Experience managing and leading teams
• Experience with arts/design and creative curriculum or settings
• Experience in higher education or managing curriculum or faculty affairs
• Advanced experience with Google suite, Workday, Canvas, Interfolio or CourseDog and ability to learn new software tools as needed

Typical Work Schedule
Monday through Friday, 8 am-5 pm.

Physical Demands & Working Conditions
Work is typically performed in a standard office setting.

Salary: $50,336

Application Instructions

You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:

• Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
• Current Resume

Applications will be reviewed on a rolling basis until the position is filled.

Incomplete applications will not be considered.

BACKGROUND CHECK REQUIREMENT:
All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

REASONABLE ACCOMMODATIONS STATEMENT:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

INSTRUCTIONS FOR APPLICANTS:
Please read the following carefully before beginning the online application process. To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying. Once you submit your application you will not be able to edit your application.

Apply online at https://willamette.wd501.myworkdayjobs.com/en-US/willametteuniversityjobs/job/Portland-Campus/Academic-Data-Coordinator_R0006979