"Provost's Office - Systems and Programs Administrator and Assistant to Associate Provost for Academic Affairs"

Job Description

This position is full-time (1.0 FTE) and serves as the Systems and Programs Administrator and Assistant to the Associate Provost for Academic Affairs at Hope College. The Office of the Associate Provost promotes and supports excellent, inclusive, and accessible instruction, faculty scholarship and development, and student research across all academic disciplines. The Systems and Programs Administrator collaborates with the Associate Provost and Provost Office staff to provide support and management of academic program activities and systems, including but not limited to: administration of Faculty Activity Reporting (FAR) databases and the course evaluations process, coordination of scholarship and faculty development activities on campus, and program management of the Summer Hope Academic Research Program (SHARP).

Major Responsibilities

• Systems Administrator & faculty/staff trainer for a variety of digital platforms
  • Faculty Activity Reporting (Digital Measures/Watermark) for tracking faculty scholarship and creative activity, including creation of new reports, bulk importing of new activities and updates, and user administration
  • Workflow (a subset of Watermark) for managing confidential processes related to tenure, promotion, and annual performance
  • Watermark Course Evaluation & Surveys for collecting and customizing course evaluations
  • INSPIRE Program – Instructional Peer Review Evaluation, currently in pilot phase
• Organizes the collection of syllabi from instructional faculty each term and maintains the syllabus repository
• Manages the course evaluation process and creates comprehensive results reports for various programs each semester
• Summer Hope Academic Research Program Manager (SHARP)
  • Collaborates with faculty, office managers, and human resources to coordinate the recruiting, application, hiring, and onboarding process of summer research students
  • Coordinates weekly programming for research students
  • Maintains and archives program information, including research abstracts, student agreements, and time and effort forms
• Designs and maintains the Provost Office website and social media platforms
• Collaborates with the Associate Provost on creating and delivering faculty communications (AP Update)
• Creates marketing materials for programs and events offered by the Associate Provost
• Assists with the planning, organization, and scheduling of faculty development programs and activities at the direction of and in collaboration with the Associate Provost
• Supports the Associate Provost with multiple programs and committees related to faculty development
• Provides oversight and direction to student employees in the Office of the Provost
• Assists in organizing and planning academic program events, often in conjunction with other staff in the Office of the Provost
• Supports historical record projects in conjunction with other Provost Office staff, including but not limited to:
  • Faculty FTE studies
  • Sabbaticals/Leaves of Absence
  • Committee appointments
  • Tenure/promotion
  • Faculty evaluation
• Manages online training modules (CITI) institution subscription for Human Subjects Review Board (HSRB) and Hope College Animal Care and Use Committee (HCACUC)
• Assists the Associate Provost in analyzing data, preparing reports, and maintaining records
• Assists with the design, management, and process improvement for Associate Provost programs and systems
• Aids in the management of the Associate Provost's calendar
• Helps with budget oversight for various budgets managed by the Office of the Associate Provost
• Takes meeting minutes and maintains meeting records for the Office of the Associate Provost and other committees as assigned

Qualifications

• Excellent organizational and management skills, ability to deal with multiple projects, and meet deadlines
• Proficiency with Microsoft Office (Excel and Word), Gmail, and Google Suite (e.g., Google Docs, Forms, and Sheets), and willingness to learn other computer skills, such as software programs
• Competency with basic financial records
• Good personal interaction skills, prompt and courteous phone and email communication
• Ability to work independently and handle varying workloads
• Ability to create clear training materials and lead workshops
• Ability to clearly describe and define processes to a variety of constituents
• Ability to maintain flexibility and confidentiality surrounding sensitive issues
• Bachelor's degree or higher