Academic Administration Manager

La Jolla, California
Dec 03, 2018
Administrative Jobs
Academic Affairs
Institution Type
Specialized Institutions

Position Description:

Below is a summary of this role.

With limited direction from the Director of Strategic Operations, the incumbent is a critical thinker who can provide direct support to the office of the Chief Science Officer (CSO) in the management of the Institute’s 56 active faculty appointments and 41 Emeritus/Adjunct Professor appointments. The faculty personnel program covers resident/adjunct faculty, Salk fellows and non-resident fellows. Position scope includes a wide array of projects in support of the CSO’s strategic goals and objectives. Confidentiality is of paramount importance in this role.

On behalf of the CSO, incumbent is responsible for managing most aspects of faculty personnel actions including but not limited to recruitment, onboarding, salary increases, reviews and promotions. Incumbent must ensure that all relevant related data is meticulously and consistently maintained. In the absence of, or at the direction of, the CSO, serves as the primary contact for inquiries about academic policies and or data requests pertaining to faculty. Assists in the development and revision of policies, procedures and guidelines (data collection, drafting, benchmarking).

Leads junior faculty awards process in conjunction with the Appointments Committee (ApCom), Grants Administration and External Relations keeping ApCom chair informed and ensuring that all deadlines are met for nominations, applications and recommendations. This process requires extensive attention to detail.

Regularly conducts analyses modeling, statistics and projections to support the CSO and CFO functions and more broadly the Institute leadership teams (executive and faculty). Anticipates issues and evaluates options and alternatives to propose solutions.

Position is expected to perform detailed professional-level work and analysis and exercise discretion in carrying out responsibilities independently with sound, professional judgment and problem-solving skills. Builds rapport and maintains effective working relationships with faculty, executive leadership and others at the Institute. Ensures that projects and initiatives keep moving in accordance with established policy, procedure and protocol while understanding where flexibility is required.

This position has components of human resources and project management but is very unique. Other academic administrative positions may have commonalities and/or require similar skill sets but the correlation is not 1:1. This role works independently and partners with faculty and staff across the Institute to ensure effective operations in his/her area of responsibility. Job responsibilities are project-driven and projects may change dependent on the needs and opportunities of the CSO/CFO areas.



  • Bachelor’s degree in business, management or other related field or equivalent combination of education and experience.



  • A minimum of four (4) years of experience in academic personnel or an equally complex/nuanced program management role that is considered essential to the organization’s mission (process management is not a substitute for program management but the importance of effective processes and opportunities for improvement cannot be understated). Must be able to demonstrate being in a previous role that required regular analysis, political acumen and stakeholder engagement.
  • A minimum of two (2) years of experience working closely with senior-level administration to resolve complex issues, proactively seek and recommend solutions, ensure that projects and initiatives move forward on schedule in accordance with established protocol, and ensuring confidentiality and appropriate documentation at all stages.
  • A minimum of two (2) years of experience with detailed research, benchmarking, data collection, financial modeling and related analysis.


  • Experience in a shared governance environment where priorities may conflict and stall/slow progress.
  • A minimum of two (2) years demonstrated experience managing a wide array of projects with diverse and visible requirements, inflexible deadlines, and multiple stakeholders, which require a high level of tact and diplomacy to ensure successful completion.
  • A minimum of three (3) years of experience in a faculty appointment or other senior level academic setting involving appointments.
  • A minimum of seven (7) years of experience in academic personnel or an equally complex/nuanced program management role that is considered essential to the organization’s mission.

Special Requirements:

  • Must be willing to work in an animal-related research environment.
  • Satisfactory completion of the Institute’s background investigation.
  • Must be willing to work a flexible schedule based on the demands of the position.
  • Must be able to work effectively in a dual reporting relationship, keeping primary supervisor informed and updated on the status of all tasks and projects even if deliverables are for that individual.

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