About the role
The undergraduate program of Fulbright University Vietnam has been designed to foster connections across the boundaries found in the silos of traditional universities. This includes establishing and supporting cross- disciplinary, cross- departmental, and cross- functional roles, interactions, and processes. The administrative support required by this model is notably different; whereas most universities have a variety of departments and offices equipped with staff (particularly redundant), at Fulbright, the administration is done via a singular team.
For the undergraduate program, the academic affairs management requires acting across a range of tasks and responsibilities. The advantage of this approach is efficiency and alignment; a singular person working across the offices of enrollment management, student life, assessment, and faculty support can support the student learning experience in a unique way. Moreover, as Fulbright is a start- up institution, the inherent flexibility of a cross- cutting position like this provides numerous benefits as the institution grows. This is the fundamental raison d’etre behind the creation of the Undergraduate Program Academic Affairs Manager at Fulbright University Vietnam. We now describe this position in detail.
The Undergraduate Program Academic Affairs Manager reports to the Dean of Undergraduate Program, although works particularly closely with the Student Affairs and Services department, Registrar, Faculty, and other academic leadership and their teams. The position is a manager- level position, requiring a master’s degree in higher education administration or a related field, and previous academic affairs experience.
Roles and Responsibilities
The duties and responsibilities of the Undergraduate Program Academic Affairs Manager (UPAAM) are organized across four primary areas:
Course Scheduling and Enrollment Management
• Supervise registrars and academic officers to ensure effective course scheduling, execution of enrollment plans, management of enrollment records, and communication with faculty. Ensure enrollment data is captured effectively and is retrievable by the University’s information technology platforms. Support the implementation of academic policies and graduation procedures in coordination with the Registrar’s Office.
• Establish and maintain the undergraduate academic calendar and semester timetables with input from the Dean of Undergraduate Studies and faculty members. Supervise the processing of schedule- change requests and updates, and systematize these procedures in coordination with the Office of the Dean.
Budget Management
• Collaborate with the Finance team to track departmental expenses.
• Assist the Dean of the Undergraduate Program in proposing and managing the department&039;s budget for each fiscal year.
Operational Program Management
• Manage the information systems and documents, including:
Academic and program- related policies and procedures
Curriculum documents and Course Catalogue –– coordinating updates and changes
• Serve as the primary contact for faculty inquiries concerning academic affairs.
• Provide reports and data from the Undergraduate Program to relevant stakeholders, ensuring accuracy and timeliness.
• Oversee the Academic Affairs and Registrar staff in other areas, including but not limited to mobility initiatives, scholarship, accreditation, quality assurance and compliance support, teaching, and learning assistance.
• Assist the Dean’s Office with the faculty hiring plan and tracking visiting faculty.
Student Affairs & Services Liaison
• Support the development and delivery of extra- curriculum programming, in particular workshops and special events involving Faculty, e.g. New Student Orientation.
• Act as a Faculty Business Partner to the Student Affairs & Services team. Ensure Student Affairs & Services is made aware of relevant Faculty and academic program delivery information, and vice versa.
General
• Work on special programs as assigned, attend trainings which enhance her/his expertise in job areas, serve on departmental and campus- wide committees as appropriate, and participate in activities that enhance the campus community and/or larger community to further University services.
• Support the Office of the Dean with tasks and assignments from time to time, as appropriate.
Other duties:
Contributing to team effort by welcoming new and different work requirements; exploring new opportunities to enhance the services of the department; helping others accomplish related job results as and where needed; and perform other duties as assigned.
