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Assistant Director of Graduate Operations
DATE:   11/4/2019
JOB TITLE:   Assistant Director of Graduate Operations
JOB CLASS:   Professional
JOB STATUS:   Full Time
FLSA STATUS:   Exempt
WORK LOCATION:   Bisgrove Hall
TITLE OF IMMEDIATE SUPERVISOR:   Director of Graduate Business Programs
DEPARTMENT:   MBA
SECTOR:   College of Business Operations

SUMMARY:
Under general supervision of the Director of Graduate Business Programs in the College of Business Administration, the Assistant Director of Graduate Operations provides service to various graduate business student populations including recruitment of prospective students and advisement and support to active students. The Assistant Director assists the Director of Graduate Business Programs, and supports the faculty of the graduate programs.  In addition, this position directly supervises the Graduate Programs Office Coordinator, provides operational supervision of the activities in the Office of Graduate Business Programs, and provides coordination for the office’s various functions and activities. The Assistant Director works with the Assistant Dean of the College of Business Administration to provide support to the College (i.e. track academic progress, early alerts, senior audit, outreach to accepted non-deposited students, and failure to register students). 

ESSENTIAL DUTIES:

  1. Maintain records with respect to admission and registration processes, especially the tracking of inquiries, applicants, and accepts, duplicate detection, and the maintenance and updating of the communication workflow for each stage of the admissions funnel for domestic and international populations with special attention given to our Ontario MBA/MSF program initiatives to ensure maximum remote efficiencies to support enrollment goals. Scan all documents as necessary into the current CRM system.
  2. Serves as the primary system administrator for CRM interfaces for event management calendar(s) to schedule appointments, coordinate scheduled activities domestically and internationally (mainly Canada) and ensure departmental compliance with external deadlines. Extensive knowledge of Microsoft Office Suite.
  3. Performs and supervises general office procedures, conduct correspondence, develop catalogue material as well as web content, order supplies and recruiting materials, and answer graduate department-related questions, as well as answer email/ telephone. Schedule and conduct appointments with internal stakeholders and external partners, and advise prospective and current students.
  4. Directly supervises the activities of the Graduate Programs Office Coordinator and oversees the activities of any other personnel assigned to the office.
  5. Contributes to an environment where prospective and existing students enjoy a uniformly positive and supportive experience from time of application, advisement and to graduation.
  6. Provides accurate, detailed, and useful information to prospects, applicants, and existing students.   Interface with constituents in a professional manner regarding the admissions process, program performance numbers, graduate program content, marketing efforts and new initiatives.
  7. Coordinates, schedules and executes on and off-campus recruitment travel and events using Slate, Recruiter, Outlook Calendar, and AdAstra. Candidate should have knowledge of Niagara’s domestic and Canadian market to schedule targeted recruitment events in Canada, across New York State and in neighboring states.
  8. Supports domestic, international and Canadian recruitment initiatives such as processing applications in a timely fashion to work toward enrollment goals. The assistant director should have working knowledge of the Ontario college and university systems to guide students through the application process.
  9. Supports outbound marketing communications, including the management of the College or Business Administration Graduate Programs websites (in the U.S. and Canada), assist and coordinate the development of collateral print materials, and effectively manage/develop the strategy and presence of the Graduate Business Program on multiple social media platforms.
  10. Generates acceptance/matriculation letters and process applications, and verify documentation for international and Canadian students.
  11. Coordinates duties and responsibilities of the Business Graduate Programs Office Coordinator, graduate assistants, graduate scholarship recipients, and any other office personnel assigned to the office.
  12. Executes all duties assigned by the Director of Graduate Business Programs regarding the development of strategic goals, budgets, filing schedules, preparing students for graduation, filing grade changes, assisting in registration advisement and reviewing academic progress.
  13. May attend faculty meetings in the absence of or at the request of the Director of Graduate Business Programs.
  14. Will be an appointed member on the College of Business Administration’s Graduate Programs Committee.
  15. Provides administrative support to the Assistant Dean of the College of Business Administration during peak advisement times. Tasks include tracking academic progress, early alerts, senior audit, outreach to accepted non-deposited students, failure to register students, and other duties as assigned.
  16. Generates reports on student retention and assist in the development of strategies to increase retention, primarily at the graduate level, however assistance at the undergraduate level may be requested.
  17. Maintains confidentiality of information (including but not limited to: student    personal information, student grades, employee personal information, etc.), both during and after their employment with the University.  Any question regarding the confidentiality of material, should be referred to the Associate Dean of the College of Business Administration.  Any violation shall subject the employee to disciplinary action, up to and including termination of employment
  18. Perform other duties as assigned by the Director of Graduate Business Programs.

GENERAL DESCRIPTION:

20% Provide assistance in student advisement in scheduling, registration, academic progress and requirements for graduation, early alerts, senior audit, outreach to accepted non-deposited students, failure-to-register students and oversight of office personnel and office functions.

30% Provide accurate, detailed, and timely requirements and information about graduate studies to prospective students. CRM management for domestic and international students to provide detailed reports of enrollments from target recruiting areas – Western & Central New York, Greater Toronto Canada, and China as well as other international markets.

35% Market development and outreach to other educational institutions, identification of new innovations/opportunities in graduate education. This includes remote on-site recruiting as well as development and analysis of the Program’s social media presence, and identification of new opportunities.

10% Coordinate and attend various functions on campus for current and prospective students.

5% Complete Special assignments as specified by the Director of Graduate Studies 



REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

  1. Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documentation, files and information
  2. Strong oral and written communication skills; ability to speak effectively in public and communicate effectively
  3. Strong interpersonal skills to relate to and work with non-traditional students
  4. Strong collaborative skills to facilitate working across multiple levels within the university community and with external partners.
  5. Strong working knowledge of computer systems and programs including MicrosoftOffice, and ability to learn new computer software programs
  6. Proficiency in Slate and Colleague information systems
  7. Ability to receive telephone calls, respond to inquiries and effectively communicate with others
  8. Excellent organizational skills with attention to details. 
  9. Ability to work cooperatively and effectively to lead a team to achieve operational goals.
  10. Sufficient manual dexterity with proficiency to handle various office machines including but not limited to: keyboard, calculator, computer, copier and fax machine
  11. Ability to demonstrate initiative, execution and a sense of urgency to achieve goals.

ERGONOMIC REQUIREMENTS:
The functions of the position usually performed sitting, but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Tasks involving working on a computer keyboard, calculator, cutting, labeling, and taping involve extensive wrist and hand movements.  All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.

QUALIFICATION STANDARDS:

  1. Bachelor’s degree required, Master’s degree in business or related field preferred.  
  2. A minimum of 3 years of experience performing similar tasks is required; 5 years of experience preferred.
  3. Prior work experience in an educational setting is preferred
  4. A valid New York State driver’s license is required that satisfies both University and insurance company underwriting rules and regulations for driving a motor vehicle (including driving into Canada)


Non Discrimination/Equal Employment Opportunity Statement Policy:

NIAGARA UNIVERSITY is an equal opportunity employer. Consistent with our Catholic mission, Niagara University is committed to providing equal employment and educational opportunities and will not discriminate on the basis of race, age, sex (gender), national origin, religious preference, sexual orientation, predisposing genetic characteristic, status as veteran or disability. The following person has been designated to handle inquiries regarding the non-discrimination policies: Ryan Thompson, Esq., Title IX Coordinator, Office for Equity & Inclusion, 716-286-8324, rthompson@niagara.edu, www.niagara.edu/oei, Office Location: O’Shea Hall, B27. For further information on notice of non-discrimination, visit http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm for the address and phone number of the office that serves your area, or call 1-800-421-3481.

Niagara University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply. A copy of the Student Right to Know Annual Security Report is available at: http://www.niagara.edu/safety
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