Assistant Director, Technology and Operations

Job Level
Mid-level position
Job Category
Associate / Assistant Director
  • Technology
Job Status
Areas of Responsibility
  • Systems / Operations
Position Summary:

As a member of the College of Professional Studies, the Assistant Director, Technology and Operations provides strategic support for and departmental management of all information systems employed for the College of Professional Studies. The Assistant Director, Technology and Operations, manages, develops, maintains, and optimizes use of technology for all levels of staff in the office as well. The Assistant Director will also coordinate new projects related to the development of technologies in recruiting, admissions, and/or student services. The Assistant Director, Technology and Operations, plans and conducts ongoing training sessions for use of new software and acts as primary contact for questions from staff in CPS utilizing the specific technology. The Assistant Director serves as the primary technical liaison with University IT (UNIT), collaborating on projects and implementing strategies to enhance CPS engagement with university IT initiatives.

The Assistant Director, Technology and Operations supports the Dean and entire staff of CPS by building, developing, and disseminating reports for analysis of admissions data across the student lifecycle. Manages all data integration and feeds with third-party vendors, serving as the main point of contact for any internal/ external related questions or issues. The Assistant Director updates the College of Professional Studies’ website, in collaboration with other staff, and keeps up-to-date on trends related to adult learners, in particular with respect to enrollment management and non-credit programs. The Assistant Director, Technology and Operations, supports the CPS team in updating current systems and processes to implement technology best-practices. In the office, this individual serves as the primary contact for problem resolution for all information systems, both hardware and software related. The Assistant Director, Technology and Operations contributes to the overall mission of CPS by working collaboratively with the entire team.

Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University’s mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.

Duties and Responsibilities:

• Manages and implements standardized use of technology across the student lifecycle (such as CRM, ERP (Banner and WorkDay), OCR, Nolij, Web, E-Commerce, etc.) in the College of Professional Studies
• Assists College leadership in analyzing current procedures and makes recommendations for future processes and use of systems. 
• Records documentation for all systems and processes. 
• Monitors incoming data in CRM to ensure accuracy and adherence to established processes.
• Acts as hub of all processes to organize, streamline and collect programmatic and admissions data. Responsible for the ongoing maintenance and updating of data and compliance with university wide record systems.
• Maintain knowledge of current trends in technology relevant to higher education and provide suggestions and feedback on decisions to implement new uses of technology.
• Evaluates digital storage options and oversees the transition of files as applicable.

• Coordinates with College leadership to identify data needed to help inform key strategic decisions
• Develops, builds, and maintains reports for strategic level analysis for College leadership. Ensures the accuracy of reports and provide analysis for admission and enrollment trends, institutional priority initiatives, and marketing strategies.  
• Works in close collaboration with Director of Finance and Administration on enrollment reporting to assist with financial analysis and projections.
• Manages admissions and enrollment trends reporting and provides real-time updates.
• Produces and analyzes reports for academic review.

• Serves as the subject matter expert on all technology systems used by the College. 
• Trains, supports and acts as a resource to all CPS staff in use of all technology systems in the College.  
• Engages with staff in problem resolution, process redesign, and technical support as related to admission systems and best-practices. 
• Point person for faculty classroom and technology issues.

• Supports admission and recruitment efforts by providing requested data for mailings and targeted emails to prospective students. Upload prospect data to CRM from external sources as needed.
• In collaboration with Director Marketing and Communications, manages College of Professional Studies’ Web pages and makes all necessary updates.

• Serves as the primary technical liaison with UNIT, collaborating on projects and implementing strategies to enhance CPS engagement with university IT initiatives. 
• Partner with internal stakeholders such as Office of University Marketing and Communications, Registrar, and other campus offices as needed
• Work with other Villanova colleges to establish university-wide norms and disseminate best practices for shared systems
• Interact with UNIT for CPS staff and recommend modifications that eliminate recurring problems, as well as works with UNIT to resolve problems. Attends University Council on IT (UCIT) meetings as representative of Dean, CPS.
• Acts as a resource for committees such as SCT Coordination, Slate User’s Group, and Data Integrity to provide technical feasibility input as well as assisting in the evaluation and implementation of new hardware/software components to admission information systems.

• Assist in preparation of various recruitment and student events.
• Provide technical support for staff at events (executing multimedia presentations, troubleshooting technology issues on site, etc.).
• Assist in planning and executing online events such as virtual open houses, information sessions, and application workshops.
• Create and maintain events and event registration pages in Slate and on the website.
• Provide classroom technology assistance and support as needed.

• Perform additional duties and assist with special projects as assigned.
• Participate in events with CPS on occasional nights and weekends.

Minimum Qualifications:

• Undergraduate degree required.
• 3-5 years of experience in information technology and systems, or 3-5 years of experience in an Enrollment Management office with technology experience and ability to learn quickly.
• The individual selected must have a very analytical and technical mindset. They must have a strong understanding of fundamental technical strategies and systems and processes. 
• Experience in project management as well as a proven track record of providing excellent customer service. The individual selected must communicate professionally and efficiently within a fast-paced environment. The candidate must have strong organizational skills along with an approachable, upbeat and highly professional demeanor.  
• Experience in working with hardware and software applications. The individual must be proficient in all standard computer applications, including Microsoft office products, particularly Microsoft Word, and Excel. The candidate selected must have strong technical knowledge in working with a relational database management system. General knowledge of office principles and procedures is required.  
• Must have excellent written and verbal communication skills. Must be a team player with a proven ability to maintain the highest level of confidentiality, and attention to detail. The individual must have the ability to handle a fast-paced environment and to manage multiple projects/tasks with varied deadlines. The candidate selected must be poised with strong customer-service skills and have the ability to work independently, using initiative and creativity to overcome obstacles and complete assigned tasks within allotted time. The candidate must have strong interpersonal communication skills and the ability to work effectively with outside vendors, faculty, staff, and students. Must have the ability to work as part of a team and support all aspects of functions of the College of Professional Studies
• The individual must have a deep commitment to the University’s Catholic/Augustinian heritage, and the advancement of its mission, and to serving the needs of a diverse community.

Preferred Qualifications:

• Master’s Degree preferred.  
• Knowledge of Slate, Banner or WorkDay, and Nolij preferred. Knowledge of statistical analysis and reporting.  
• Experience in web development preferred.

Physical Requirements and/or Unusual Work Hours: 

Some regional and/or national travel required. Occasional evening and weekend work required to serve the needs of the student population.

Special Message to Applicants:  
Posting Date: 05/24/2018
Closing Date (12am ET):  
Salary Posting Information: 

Commensurate with experience.

Salary Band: I
Job Classification: Exempt