Department Manager, Schools Of Architecture And Landscape Architecture

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Academy of Art University is seeking a Department Manager for our Schools of Architecture and Landscape Architecture & Design. This position provides support to our students, faculty and department directors and will be responsible for all day-to-day administrative functions for the department. Located on-site in a state-of-the-art facility, this role will require previous experience in an administrative function and is ideal for candidates with a passion for student success as well as an interest in art and design.
The Department Manager oversees the day to day administrative functions of the department and manages the administrative staff and college work study of the department. The Department Manager is the point person for on campus and online coordination.
This is an on-site position located at 601 Brannan Street, San Francisco, CA.
Responsibilities
Director Support

• Manage the organization of all office functions, including administrative staff and college work study students
• Represent the department as a direct liaison between faculty, students and Academy administration

• Organize and maintain departmental expenditures and budget. Assist the Department Directors in the budget process
• Set agenda and attend Admissions and Advisor meetings with Directors
• Manage planning events (i.e. Spring Show, Career Night, Advisory Board meetings, guest lectures, orientation, DAT/faculty meetings, Lecture Series, town hall meetings, etc.)
• Act as point person for Industry on Campus and Alumni Department
• Oversee the organization of timelines for projects and departmental files
• Coordinate set-up of Director and full-time Faculty schedules and posting of office hours
• Manage all calendar set-up and appointment scheduling for Directors and full-time Faculty in electronic calendar system

• Manage all correspondence (incoming / out-going) and re-distributing of mail
• Assist with procedures for new instructors (paperwork, interview scheduling etc.)
• Purchase materials and supplies for the overall operations of the department, classrooms, etc.

Administration & Curriculum Support

• Coordinate with other departments, such as Academic Support Department and Curriculum
• Coordinate processing of curriculum updates for the department
• Manage the process and maintenance of files on all forms pertaining to faculty (i.e. NASAD, payroll, faculty recs., biographies, resumes)
• Monitor Open Registration reports with Department Directors and make corrections as necessary
• Process maintenance and signage requests generated by Department Directors
• Submit completed purchase orders and reimbursement requests and track to completion
• Maintain requisition binder and purchase order log
• Attend mandatory administration meetings and Director meetings when required
• Conduct quarterly Manager meetings
• Manage/organize other departmental projects and requests

Faculty & Academic Support

• Represent the department as a direct liaison between Directors, Faculty and Administration
• Supervise attendance roster collection process
• Process bi-weekly online time sheets for part-time instructors in the Learning Management System (LMS)
• Process all incoming forms and schedule as needed (i.e. field trip requests, class make-ups, guest speakers, substitute instructors, etc.)
• Track missed classes and arrange for make-ups
• Process and track all Purchase Order reimbursements (i.e. copy jobs, travel, supplies, etc.)
• Coordinate faculty attendance at conferences and expos
• Keep instructors updated via email, memos and phone calls regarding policies, department announcements, meetings, grading process, lectures, etc.
• Maintain current required reading lists and update Library with changes
• Maintain current supply lists for classes each semester
• Order teaching supplies upon approval of Executive Office and Department Directors

Student Support

• Represent the department as a direct liaison between Directors, students and administration
• Assist Director to keep in constant contact with Student Reps on new issues and feedback
• Exercise independent discretion when problem solving basic questions on various issues (i.e. grades, attendance, instructors, courses, curriculum, etc.)
• Assist in collecting and returning projects from instructors and the Spring Show
• Promote the Academy and student morale
• Maintain department notice boards with job and internship postings, events, samples of student work, faculty bios, awards, department announcements etc.
• Liaise with Issue Room staff on student needs

Other Responsibilities
Maintenance of Department Equipment

• Oversee color and black-and-white copiers (i.e. call for service, stock with paper, remove paper jams, instruct faculty and students, etc.)
• Oversee any additional equipment as needed (e.g. fax machine, printers, etc.)
• Perform and schedule preventive maintenance as needed (light bulb supplies, etc.)
• Liaise for building with Business Operations Department

Prospective Student Calls / Walk-ins

• Field general questions about the Academy (i.e. curriculum, instructors, courses, etc.)
• Promote the Academy and the Department
• Direct prospective students to the Admissions Department
• Perform other duties as assigned or required

Compensation: $66,560 annually
Benefits:
Academy of Art University offers full-time employees health insurance, 401k options, paid vacation based on years of service (15 days' accrual at start), paid holidays, paid sick leave and a commuter benefit program. The Academy also offers full-time employees an opportunity to take one undergraduate course tuition free each semester. Full-time employees also have access to our multi-lane swimming pool, two fitness centers and our many recreational programs, including our NCAA Division II events.
Academy of Art University is an equal opportunity employer. All applicants will be considered regardless of age, Aids or HIV positive status, marital status, domestic partnership, medical condition or genetic characteristics, race or national origin, pregnancy, religion, sex, gender identity, gender or sexual orientation, name change, citizenship, physical or mental disability, veteran status or other status protected by federal, state, local or other law. Academy of Art University will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance. Equal access to the hiring process, services, and employment is available to all persons. Applicants requiring accommodations to the application and/or interview process should contact the Human Resources Department at HR@academyart.edu.