• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Building: Avery Hall
• Salary Range: $67,300 - $78,200

Position Summary

Reporting to the Senior Associate Dean of Administration and Faculty Affairs, the Assistant Director assists with the adjunct faculty, associate, researcher, and student officer payrolls (approximately $7 million) for the Graduate School of Architecture, Planning and Preservation (GSAPP). The incumbent is a liaison between approximately 550 faculty and student officers, the Finance Office, and various University Offices, including the Provost's Office and Human Resources Processing Center (HRPC). The Assistant Director is responsible for maintaining and updating financial databases and preparing and distributing routine and non-routine reports. The Assistant Director is accountable for assisting with other workflow processes-including contributing to the approval process for guest critics and lecturers, the advertising of and hiring for student officer positions, and administrative aspects of the Ph.D. programs-and participates in other activities of the Dean's Office.

Responsibilities

• Assists with the preparation, issuance, and verification of salaries of all part-time adjunct faculty, adjunct researcher, associate, and student officer appointment letters: includes working with Program Directors and the Assistant Dean of Faculty Affairs to assemble confidential salary information, preparing letters, transmitting letters and employment paperwork to adjunct and student officers, and ensuring that Federal, State, and University policies complete all employment documentation.

• Under the supervision of the Assistant Dean of Faculty Affairs, all documentation is submitted to the Finance Office via the University Human Resources system (PAC) in adherence to established appointment and payroll deadlines for submission to the Provost Office.

  • Compiles, prepares, and submits documentation to the International Students and Scholars Office for international adjunct faculty requiring visas.

  • Keeps informed of relevant Homeland Security regulations about international adjunct faculty.

  • Assists with other adjunct faculty-related processes such as documentation of earned sick leave, documents, and monitors adjunct faculty grants, course expenditures, conferences, and other allowances approved by the Dean to ensure expenses are according to School and University policies.

  • Assists with the approval process for guest critics and lecturers, including coordinating with Program Directors, the Finance Office, and other University departments.

  • Will participate in creating new workflow processes for adjunct and student officer appointments. (50%)

• Assists in various operational areas of the School's Ph.D. programs: ensures that students are registered for the correct status and submits requests for tuition, fees, and stipend payments for Ph.D. candidates by GSAPP and GSAS policies. Monitors travel stipends and other funds as approved by the Dean. Maintains records of academic progress of Ph.D. candidates (examination dates, time to degree, language examinations, etc.). Works with the Assistant Dean and Program Directors with the selection process and appointment of Teaching Assistants and other student officers at the Master's level, including identifying and advertising open positions as well as the preparation, issuance, and collection of completed appointment paperwork. (20%)
• Under the supervision of the Assistant Dean of Faculty Affairs, the Dean's Office payroll and human resources activity are monitored, reconciled, analyzed, and reported.
  • Assists with ensuring revenue and expense accounting systems accurately reflect program and department activity, including receipts, billing, deferments, and reconciliation with internal records and University accounts.
  • Collects data and reports from various university and departmental systems, identifies discrepancies and variances, and conducts associated research and follow-up. Integrates and reconciles data from multiple databases and produces associated reporting.
  • Communicates with senior GSAPP staff and other University departments to rectify issues.
  • Maintains various analyses, reconciliations, and updates databases to keep accurate records and forecasts of building payroll, service contract expenses, and other financial activity.
  • Prepares and distributes routine financial reports and assists with quarterly closing transactions. Assists with the preparation of external reports to governmental agencies and regulatory entities.
  • Carries out special projects and financial analyses as directed by the Senior Associate Dean of Administration and Faculty Affairs. (20%)
• Has secondary responsibility for managing the Dean's calendar, travel arrangements, travel and other expense reimbursements, and similar duties. Assists with confidential processes such as preparation for tenure nominations and faculty searches. (5%)
• Performs related duties and responsibilities as assigned/requested. (5%)

Minimum Qualifications

• Bachelor's degree or the equivalent required. A minimum of 3-5 years of related experience is required, preferably in higher education administration, a high-level university office environment setting, and financial planning or accounting.
• Strong computer proficiency (Microsoft Word/Excel) and in-depth knowledge of spreadsheets and database design are required. Must have superior organizational skills as well as superior written and oral communication skills.
• Attention to detail, plus the ability to prioritize multiple tasks to meet deadlines, are required.
• The ability to function independently and to exercise discretion and judgment in sensitive and confidential matters is required. Knowledge of University systems is preferred.
• Will be required to work evening hours as needed.

Preferred Qualifications

• Related experience, preferably in higher education administration, a high-level university office environment setting, and financial planning or accounting.