Academic Administration Office Manager

Position Number: 1.2.3. Date:  November 1, 2025

Position Title:  Academic Administration Office Manager  (TEMPORARY: December 2025 –May 2026)

Department: Academic Administration Division:  Academic Administration

Number of hours per week for which this position is budgeted: 25

Number of months per year for which this position is budgeted: 12 

Reports to: Vice President for Academic Administration

Grade: Exempt

POSITION SUMMARY

This position is responsible to the Vice President for Academic Administration (VPAA).  The position is part-time and offers benefits as specified in the staff handbook.  Principal function: to oversee the tasks of the Office of Academic Administration and to assist the VPAA in the necessary daily, monthly, and semester functions of the Office of Academic Administration as well as long-term projects. In accepting this offer, HLGU expects that you will maintain a standard of conduct in keeping with the moral and religious standards of HLGU, which includes total abstinence from the use of tobacco, alcohol, marijuana, and other harmful drugs. In addition, you are expected, as a born-again believer, to be faithful to the local evangelical church (preferable Southern Baptist) of your choice, believe the Bible to be God’s Inspired infallible Word, will be faithful to your church – in terms of attendance and otherwise – and will strive earnestly to set a clean, upright Christian example in daily life.  You will also agree to abide by HLGU’s adopted faith statement, the Baptist Faith and Message 2000 from the Southern Baptist Convention and to maintain loyalty to HLGU during employment.

DUTIES AND RESPONSIBILITIES

  • Assist the VPAA as requested
  • Assisting the VPAA will include:
    • Keeping the calendar for VPAA and the Office of Academic Administration
    • Serve as liaison between faculty and VPAA
    • Serve as office receptionist and receive telephone calls.
    • Making travel arrangements.
    • Maintain correspondence for the office and the VPAA.
    • Assist in scheduling meetings and creating agendas. 
  • Office Management and Logistics:
    • Requisition and order office supplies and equipment. 
    • Assign mailboxes to full-time and part-time faculty each semester/term and give copy of list to mailroom.
    • Prepare and submit faculty pay orders to the Payroll Administrator.
    • Prepare and mail Dean’s list letters to students each semester.
    • Work with the Registrar’s Office to prepare Academic Probation and Suspension letters at the end of each semester.
  • Budgeting:
    • Prepare purchase requisitions for VPAA and other academic budget lines.
    • Monitor credit card usage, gathering receipts and submitting PO’s for reimbursement. 
    • Reimburse faculty development requests in consultation with VPAA.
    • Prepare Annual Budget Spreadsheet for Analysis during Budgeting Process.
  • Academic Documentation:
    • Within the first 14 days of each semester collect Faculty Class Schedules, including office hours, and syllabi from faculty. 
    • Maintain files including, current and archived syllabi, faculty personnel files, etc. 
    • Attend and take attendance and minutes at employee meetings and faculty meetings.
    • Attend and take notes at other meetings as needed.
    • As needed, assist in information and material gathering necessary for accreditation. 
    • Work with Student Learning Improvement Committee lead to order California Critical Thinking Skills Test (CCTST) to administer to freshmen and seniors. Assist in the scheduling of CCTST tests each semester.  
  • Personnel Files:
    • Assemble personnel files on new elected, instructional, and adjunct faculty.
    • Prepare contracts for all in-seat faculty: elected, instructional, and adjunct.
    • Review and update current elected, instructional, and adjunct faculty files, including gathering current transcripts for advanced studies and degrees.
  • Planning:
    • Plan and oversee the Convocation Chapel at the beginning of each school year.
    • Assist in preparing materials for the Employee Workshops and Employee Meetings. Assist in other preparations for the workshops as requested.
    • Assist in scheduling and planning Academic Administration Committee Meetings. 
    • Assist in planning commencement. 
  • Assist VPAA in updating the academic catalog and Faculty Handbook.
  • Other duties as necessary and requested.

DEPARTMENTAL RELATIONSHIPS

  • This position works closely with all faculty members, the president’s office, all departments that report to the VPAA, and also relates as needed to other student and campus services.

KNOWLEDGE, SKILLS, AND ABILITIES

  • This position requires the ability to work in a fast-paced environment.
  • Strong organizational skills and the ability to prioritize are necessary.
  • This position requires a general understanding of academic programs and higher education.
  • This position requires the ability to relate to others at all times with courtesy and diplomacy.
  • Light lifting (up to 40 lbs.) in an office setting is required.
  • Must have values consistent with the mission and purpose of Hannibal-LaGrange University.
  • Must agree to, sign off on, and abide by the standards of employment in the Employee Handbook.

EDUCATION, EXPERIENCE, AND TRAINING

  • A bachelor’s degree is preferred.
  • Experience in an office management or other position is preferred.
  • Proficiency and professionalism in oral, written, and electronic office communications.
  • Proficiency with Microsoft Office Suite, especially Word, Excel, PowerPoint, and Teams. Experience with MS Access is helpful. Experience in Colleague is preferred.

To apply, please submit an application, including a cover here. 

Disclaimer

* This job description is not intended to be all-inclusive; an employee will also perform other reasonably related job responsibilities as assigned by immediate supervisor and/or other management as required. HLGU reserves the right to revise or change job duties, required skills, or qualifications as the need arises. This job description does not constitute a written or implied contract of employment. The aforementioned job requirements are subject to change to reasonably accommodate qualified disabled individuals.