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A&S Administrative Support Structure

The updated A&S administrative support structure provides continuity of operational support to departments and interdisciplinary programs, increases efficiencies in time management and balanced workloads, and offers all administrative support staff supervisory continuity, consistency, and development opportunities. This includes an alignment of roles and responsibilities (as illustrated in the administrative support structure chart). The new structure includes a team of administrative support staff supporting a cluster/group of departments and interdisciplinary programs. Each department and interdisciplinary program will have a point of contact within a given cluster. As the administrative support structure chart illustrates, the clusters include a number of departments and interdisciplinary programs grouped together according to their building or geographic location.

The Budget and Operations Manager, Sarah Orr, is available to answer any questions about the new structure.

What is a Cluster?

A cluster is a group of departments and interdisciplinary programs balanced for geographic location and when possible divisional alignment.

How will the departments and interdisciplinary programs receive administrative support?

For how the administrative support structure will work, please see the administrative support structure chart.

Will there be someone sitting in the current administrative office?

Yes. Administrative support staff will be occupying the same physical spaces they have always occupied.

Who will faculty, department chairs, and coordinators contact for administrative support?

Each department and interdisciplinary program will have a specific point of contact that the department and program can reach out to for all their needs. The point of contact may or may not be the person to actually carry out a given task, depending on their level (please see the administrative support structure chart).

Can a department chair or program coordinator develop a plan of administration with their point of contact?

Yes, though chairs and coordinators should consult with the academic administrative specialist on any specific plans for departmental or program administration.

What are the new titles for administrative support staff?

We will have three levels of administrative support with the below titles

  • Academic administrative specialist
  • Academic administrative coordinator
  • Academic administrative assistant
What will each administrative support role do?

For how the administrative support structure will work, please see the administrative support structure chart.

What is the difference between the different administrative support roles?

Academic administrative specialist, a new position, will supervise the support staff in a cluster as well support with administrative operations, large events, budget and accounts payable, and academic support. (30% management, 20% operations, 20% academic support, 30% budgets and accounts payable)

Academic administrative coordinator will continue to support with duties they are currently performing. The only difference will be that there will not be a 1 to 1 match of administrative support but a team of administrative support staff will support a cluster / group of departments and interdisciplinary programs (33% operations, 34% academic support, 33% budget and accounts payable)

Academic administrative assistant, a new position that will focus more on operations and academic support (40% operations, 40% academic support, 20% budget and accounts payable).

Who do I go to when I have to discuss matters on performance, insufficiencies, or recognition?

Feedback on performance, insufficiencies, or recognition should be directed to the academic administrative specialist for the cluster. If there is no specialist in the cluster or a resolution cannot be reached, the Budget and Operations Manager, Sarah Orr, should be contacted.

Why is this happening? What are the advantages?
  • Continuity of operations for vacations, illnesses, separations
  • Management continuity and consistency
  • Time and workload management
  • Alignment of role and job responsibilities
  • Performance management continuity and consistency
  • Growth and professional development opportunities
What is a grade?
Who will do the performance appraisals for the administrative support?

The academic administrative specialist in the cluster will collect feedback from the department chairs and interdisciplinary program coordinators and will deliver the performance appraisal in partnership with the budget and operations manager. If there is no specialist, the budget and operations manager will fulfill this responsibility.

How are the administrative coordinators getting growth in this structure?

The three positions / roles in different grades allows for assistants and coordinators to grow into being a specialist when positions become available, if they so desired. Additionally, all administrative staff will benefit from consistent management and development opportunities.

Who will be doing the performance appraisal for the administrative support?

The performance appraisals will be done by the cluster academic administrative specialist and / or the budget and the operations manager, Sarah Orr. They will incorporate performance feedback from cluster department chairs and interdisciplinary program coordinators.

Will the current salary for administrative support personnel change?

No, unless they apply, interview, and are hired into the role of the specialist.

Will compensation change for current administrative coordinators who remain in their roles?

No.

Will the current administrative coordinators lose their jobs?

No.