Description
POSITION OBJECTIVE
The Assistant Director, Graduate Program Operations, provides comprehensive project management and operational support across Weatherhead's School of Management portfolio of seven (7) graduate degree programs, along with school-wide initiatives related to curricular innovation. This position ensures the smooth execution of all logistical, academic, and administrative processes that underpin the success of the school's graduate offerings. The assistant director works closely with Faculty Directors and the Associate Dean of Curricular Innovation to coordinate program delivery, manage course and residency logistics, support faculty, and maintain data systems and compliance documentation. Through organized, detail-oriented execution, the assistant director advances the quality, efficiency, and consistency of the graduate student and faculty experience by leveraging operational overlap, improving communication and streamlining data collection to enhance efficiency and consistency. The assistant director also ensures integration of impacts and outcomes across programs to align with school-wide goals.
ESSENTIAL FUNCTIONS
Program Operations and Logistics: Lead and coordinate all operational aspects of Weatherhead's graduate programs, ensuring cohesion and efficiency across seven programs. Oversee graduate-level course scheduling processes to optimize shared courses and leverage overlap between programs for long-term continuity and quickly adopt process improvement(s) across all programs. Manage academic calendars, Canvas course setup, and modality-specific needs (in-person, online, hybrid). Plan and execute residencies, international institutes, capstone experiences, and major academic events to ensure consistency and quality across programs. (40%)
Project and Process Management: Serve as project manager for initiatives assigned by Faculty Directors or the Associate Dean, tracking deliverables, and timelines. Drive adoption process improvements across all graduate programs and accelerate implementation and enhance operational efficiency. Streamline communication channels to reduce friction and improve response times among faculty, staff and students across graduate programs. (25%)
Faculty and Course Support: Partner with faculty to ensure smooth course delivery, including Zoom session setup, learning materials, and scheduling facilitators. Coordinate instructional resources and vendor-supported tools to maintain quality standards in hybrid and online courses. (15%)
Data, Compliance, and Accreditation Support: Streamline collection and maintenance of program-level data related to enrollment, assessment, and student outcomes. Support accreditation, university review processes, and ranking submissions by compiling program documentation to provide clarity. Also assist with data analysis and reporting. (10%)
Financial and Administrative Coordination: Manage program budgets, reimbursements, purchasing requests, and vendor invoices in collaboration with the Dean's Office finance team. Maintain accurate records to ensure compliance with university fiscal policies and timelines. (10%)
NONESSENTIAL FUNCTIONS
Support event planning and communications in collaboration with marketing and admissions. (5%)
Perform other duties as assigned. (<1%)
CONTACTS
Department: Continuous contact with the, Associate Dean, Faculty Directors, Student Services, and instructional design teams regarding course logistics, scheduling, and faculty support.
University: Moderate contact with the Registrar, University Technology, Financial Aid, and other administrative units to ensure coordinated service delivery.
External: Regular contact with vendor partners and occasional contact with corporate and alumni collaborators for program-related logistics.
Students: Limited direct contact, primarily in support of program communications and event logistics.
SUPERVISORY RESPONSIBILITIES
Direct supervision of student employees or temporary staff as assigned.
QUALIFICAITONS
Experience: 5 years of progressively responsible administrative or project management experience, preferably in higher education or a related setting. Experience coordinating academic operations or supporting hybrid/online programs preferred.
Education/Licensing: Bachelor's degree required; master's degree preferred. Training in project management, operations, or instructional technology desirable.
REQUIRED SKILLS
Strong organizational, planning, and time management skills with attention to detail.
Demonstrated ability to manage multiple projects and priorities in a fast-paced environment.
Excellent written and verbal communication skills; ability to interact professionally with faculty, staff, and external partners.
Proficiency with Microsoft Office Suite, Canvas (or other LMS), and project management tools.
Capacity for creative problem solving, adaptability, and independent decision-making.
Commitment to maintaining confidentiality in student and institutional data.
Ability to work collaboratively across administrative and academic units.
Willingness to learn and utilize Artificial Intelligence (AI).
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance and availability for occasional evenings, weekends, and travel.
Ability to interact with colleagues, supervisors, and customers face to face.
WORKING CONDITIONS
Standard office setting with hybrid work flexibility. Duties require frequent use of a computer keyboard and mouse, involving repetitive motions, as well as alternating periods of sitting and standing. The position may occasionally require evening or weekend hours to support residences, events, or critical deadlines. Limited travel may also be necessary based on organizational requirements.
Requirements
QUALIFICAITONS
Experience: 5 years of progressively responsible administrative or project management experience, preferably in higher education or a related setting. Experience coordinating academic operations or supporting hybrid/online programs preferred.
Education/Licensing: Bachelor's degree required; master's degree preferred. Training in project management, operations, or instructional technology desirable.
