Academic Records Assistant Jobs in Arizona (NOW HIRING)

Strategic Leadership, Mentorship & Team Management:

• Plan, direct, and oversee the daily operations of the Academic Programs team, including supervision of 6 direct reports and 28 total staff members; conduct performance evaluations, support recruitment and onboarding activities, provide training and development opportunities, and contribute recommendations regarding staffing and compensation decisions.
• Provide guidance and support to staff in resolving operational issues, prioritizing work activities, and addressing program-related concerns.
• Foster a collaborative and productive work environment by supporting staff through organizational and operational changes and promoting effective communication practices.
• Communicate leadership decisions, operational updates, and policy changes to staff and ensure consistent implementation of established procedures.
• Maintain a working knowledge of Academic Programs functions and provide operational support and problem-solving assistance when needed.
• Evaluate academic program operations and recommend process improvements to enhance efficiency, effectiveness, and service delivery.

Information Management & Budgetary Oversight:

• Assist the Sr. Associate Dean of Academic Programs and Faculty Affairs in monitoring program expenses, budget activities, and resource utilization.
• Review and approve routine curriculum-related purchases in accordance with established guidelines and budget parameters.
• Coordinate operational communications and information sharing among staff, faculty, students, and university partners.

Proactive Policy Leadership & Compliance:

• Develop, maintain, and update standard operating procedures, operational documentation, handbooks, and administrative guidelines to support consistent program operations.
• Identify operational gaps and recommend process improvements that support compliance and effective program administration.
• Prepare written procedures, reports, and documentation to support Academic Programs operations and compliance requirements.

Curriculum Scheduling & Operations:

• Monitor curriculum timelines, course information, contact hours, and program records to support compliance with accreditation standards, university policies, and registrar requirements.
• Coordinate and manage course catalog update processes in collaboration with faculty, leadership, and the University Registrar.
• Ensure records management and retention practices are followed in accordance with university policies and established procedures.
• Compile, analyze, and prepare reports and metrics to support institutional reporting and accreditation activities.
• Review curriculum schedules and timelines and recommend adjustments to support coordination between pre-clinical and clinical program components.
• Provide operational recommendations regarding future scheduling structures and curriculum implementation needs.
• Support the Academic Programs team in resolving scheduling issues and operational challenges requiring detailed knowledge of curriculum processes.
• Oversee the distribution of programmatic student communications to ensure timely and accurate information sharing.
• Manage processes related to the formation of student groups, team-based learning assignments, and other curriculum-related cohort assignments.
• Coordinate and oversee academic lottery processes, including the collection of required information, administration of established procedures, and communication of outcomes.
• Oversee scheduling resources, facility access permissions, and operational logistics associated with academic program activities.
• Coordinate vehicle fleet administration activities and ensure compliance with applicable university operational procedures.

Stakeholder Communication & Diplomacy:

• Collaborate with faculty, students, university departments, clinical affiliates, and vendors to support Academic Programs operations and initiatives.
• Work with internal and external stakeholders to facilitate the acquisition, allocation, and coordination of resources required for program operations.
• Review curriculum information and coordinate with the University Registrar to support accurate academic records and reporting.

Knowledge, Skills and Abilities:

• Advanced Database Literacy: Robust, practical knowledge of database management; ability to audit, manage, and leverage platforms such as Kintone and Chobiit seamlessly.
• Complex Spatial & Temporal Problem Solving: Exceptional aptitude for complex, multi-variable scheduling; ability to resolve strategic, complex, and multi-faceted operational issues without clear precedent.
• Group Architecture & Troubleshooting: Operational understanding of academic group formation and resource constraints.
• High Emotional Intelligence & Conflict Resolution: Proven ability to navigate delicate interpersonal issues and maintain clarity and team morale during periods of rapid institutional change.
• Active Persuasion & Stakeholder Diplomacy: Ability to communicate direction and use active persuasion to gain cooperation from various stakeholders.
• Strong writing and oral communication skills.
• Ability to examine, evaluate, and re-design administrative operations and procedures.
• Ability to analyze and solve complex problems.
• Ability to use independent judgment and maintain records containing confidential student information.
• Ability to work independently as well as collaboratively in a fast-paced, demanding, and complex work environment.