Administrative Coordinator of Academic Operations

Position Summary The Administrative Coordinator of Academic Operations is a leadership position responsible for the administrative and fiduciary infrastructure of the Torrey Honors College. This individual reports directly to the Director of the college and manages the department’s seven-figure budget operations and advises the Director on current expenditures and future opportunities. They lead the scholarship committee, manage all personnel systems (including onboarding/offboarding), and maintain all departmental job descriptions and operational hubs. By leveraging data analytics and survey insights, this person generates strategic reports for the office of the Director and senior administrative leadership to ensure program sustainability and student success. In addition, this person also manages all student worker budget allocations. Alignment with Theological Positions The person who fills this position must be someone who personally agrees with Biola’s Articles of Faith and Statement of Biblical Principles and who is supportive of the positions taken by Biola as contained in its Eschatology Teaching Position. As such, this person may not speak against or act in a manner inconsistent with these positions during the course of their employment at Biola. Duties and Responsibilities Fiduciary Oversight ● Manage the annual honors college departmental budget, donations accounts, and scholarship accounts. ● Develop future multi-year budgeting strategies in consultation with the Director. ● Update all ledgers monthly and project future expenditures for the fiscal year. ● Review expense report submissions by staff and faculty to ensure accuracy of account allocation. Student Workers ● Log all student worker hours biweekly and manage specific budget allocations for Academics, Marketing, Admissions, and Faculty Support. ● Identify and solicit research assistant needs from faculty and manage the hiring and allocation of those positions. Scholarship Committee Leadership ● Standing member of the honors college Scholarship Committee. ● Manage all annual scholarship awards and disbursements for both incoming and returning students. ● Read applications and select awards with the committee; communicate awards to Financial Aid. ● Solicit awardees for thank-you notes for donors. Surveys Data Analysis ● Manage the full lifecycle of the End of Semester Survey, Tutor Survey, and Mentor Survey, including distribution, collation, and data analysis. ● Develop new quantitative and qualitative systems for discovering trends in student success and retention. ● Provide comprehensive reporting on survey results and academic trends to the Director and leadership team. Reporting Analytics ● Primary departmental liaison with University Analytics. ● Generate market data and annual admission reports for the Director and University Vice Presidents. ● Conduct ad hoc data projects as requested by the Director to inform departmental policy and strategy. Office Personnel Administration ● Maintain all Torrey staff and student worker Job Descriptions. ● Maintain and update the Torrey staff hub (The Wood Between The Worlds). ● Maintain the student worker Office Manual and update each semester. ● Maintain all departmental passwords via security software (Keeper). ● Onboard all new Torrey staff and adjuncts; offboard all departing staff. Strategic Counsel ● Advise the Office of the Director on all future initiatives (e.g., faculty growth, program sustainability, "blue sky" projects). Qualifications ● Education: Graduate degree in Humanities or Business field preferred. ● Profession: Demonstrated experience in leadership and administration in higher education; proficiency in data analysis, interpretation, and creative problem-solving. ● Management Skills: Expertise in effective organization and time management for multiple continuous projects. ● Interpersonal: Must be highly personal, professional, dependable, and maintain confidentiality. ● Technical: Proficiency in Microsoft Office Suite (Excel in particular) and data analytics thinking is essential. ● Physical: Daily use of computer and keyboard; frequent walking across campus; carrying and lifting light- to medium-weight boxes. Supervisor: Director, Torrey Honors College