Academic Administrator
This is a hybrid role which can be based in our Schaumburg or downtown Chicago office.
JOB SUMMARY:
The Academic Administrator provides administrative support and coordination for university programs and academic initiatives within the Education department, with specific responsibility for the following programs and their related committees: Centers of Actuarial Excellence (CAE) program, University-Earned Credit (UEC) program, Universities and Colleges with Actuarial Programs (UCAP) program, James C. Hickman Scholars award program, the University Outreach program, and the Actuarial Teaching Conference (ATC). The Academic Administrator reports to the Manger, University Programs and works closely with Education staff as well as other departments to ensure effective coordination of all university related programs.
ESSENTIAL FUNCTIONS:
1. Provides administrative support for the Centers of Actuarial Excellence (CAE) program with respect to the following:
- Supports work of the CAE Evaluation Committee (CEC) and the CAE Appeals Board (CAB) and provides administrative support
- Receives and processes all applications and documentation submitted for the CAE designation and works with applicant universities on completing the application process
- Assists in coordinating CAE site visits and the efforts of CAE site visit teams, manages administrative schedules and logistics and provides effective communication between all related parties
- Receives and processes CAE annual renewal applications/documentation, coordinates CEC review meetings/calls and drafts resulting correspondence
- Participates in CAE site visits as needed and drafts site visit reports
2. Provides administrative support for the University-Earned credit (UEC) program
- Supports the work of the UEC Oversight Committee (OC)
- Receives and processes all applications and documentation for UEC approval and works with applicant universities on completing the application process
- Coordinates UEC site visits and the efforts of UEC site visit teams, manages administrative schedules and logistics and provides effective communication between all related parties
- Participates in UEC site visits as needed and drafts site visit reports
3. Provides administrative support for the University and Colleges with Actuarial Programs (UCAP) program
- Receives and processes all applications and documentation for the UCAP program and works with applicant universities on completing the application process
- Administers reimbursement programs for the Centers of Actuarial Excellence (CAE) and UCAP-Advance Curriculum (UCAP-AC) actuarial programs based on the benefits assigned to each of the SOA’s university recognition tiers:
- Reviews benefits applications for eligibility, approves and processes reimbursement applications under the policies established for the following programs. Application types include:
- Exam fee reimbursement
- Reimbursement for the purchase of study materials for SOA preliminary exams
- SOA sponsorship for an approved on-campus event
- Reimbursement of travel costs and/or registration fees for student travel to approved actuarial conferences
4. Provides administrative support for the James C. Hickman Scholars award program
- Supports the work of the Hickman Scholars Awards Committee (HSAC) administratively
- Receives and processes all applications and documentation submitted for Hickman Scholars program and works with applicants on completing the application process
- Communicates outcome of HSAC award decisions to recipients and non-recipients
- Coordinates and communicates with recipients regarding stipend renewals and receives PhD statements of progress
- Coordinates annual Hickman Scholars Reception at the SOA Annual Meeting
5. Provides administrative support for the University Outreach program
- Participates in planning and logistical coordination of all university outreach visits by coordinating university contacts, featured actuaries and staff
- Works with university representatives and students to assess particular needs and expectations of each university
- Coordinates revisions and customization requests to the presentation materials for each event
- Manages event itinerary and coordination between visit team members
- Coordinates catering arrangements for visits as appropriate for time of day
- Ensures post-event activities are completed by outreach team
- Delivers post-event surveys to students and records results
- Maintains record of universities visited, dates and number attending
- Participates in university outreach visits as Education representative as needed
6. Provides administrative support for the Actuarial Teaching Conference (ATC) and other academic events as needed
- Coordinates with Meetings staff (and International staff for events outside of North America) to secure appropriate dates and venues
- Organizes welcome dinners and receptions
- Coordinates guest lists and sends invitations to appropriate parties
- Assists with marketing efforts for the ATC
- Assists in securing speakers and actuarial panels
- Accepts registrations from attending individuals
- Prepares and sends all pre-event communications
- Assists in the preparation of all meeting materials, presentation slides, handouts and post-event thank yous
- Coordinates and delivers post-event surveys and provides results to staff team
- Processes expense reimbursement payments for attendees
7. Responsible for administrative functions related to various Academic Initiatives
- Reviews, approves and requests reimbursement of travel expenses for academics
- Confirms Academic Exam Fee Reimbursement applications for payment
- Fields inquiries and requests from universities
8. Assists in the development of university relationships
- Promotes mutually beneficial relationships with university faculty and students
9. Assists Manager, University Programs with collection of university data and preparation of reports
10. Completes other tasks as directed by Manager, University Programs
EDUCATION AND EXPERIENCE REQUIRED (an equivalent amount of training, education and experience will be considered)
- Bachelor’s degree preferred
- 2 years of administrative experience, preferably in an association, university or educational/training environment
KNOWLEDGE, SKILLS AND ABILITIES including competencies that may be representative but not all inclusive of those commonly associated with this position.
- Project management skills
- Ability to demonstrate diplomacy in oral and written communications
- Advanced knowledge of Office 365
- Ability to work independently
- Ability to exhibit professionalism and represent the organization internally and externally.
- Ability to establish, build and maintain relationships with high-level volunteers and key university contacts
- Comfortable speaking in front of a variety of audiences
WORK ENVIRONMENT
- Possibility of some overnight travel
EQUIPMENT USED TO PERFORM THE JOB
- Standard office equipment
- Personal computer
- Specific computer software (Office 365 etc.)
The SOA will provide equal opportunity to all employees and applicants for employment regardless of actual or perceived race, color, religion, age, sex, pregnancy, national origin, ancestry, disability (mental or physical), genetic information, military or veteran status, marital status, order of protection status, gender identity, sexual orientation or any other category protected by applicable law. Such action shall include but is not limited to: initial consideration for employment; job placement and assignment of responsibilities; performance evaluation; promotion and advancement; compensation and fringe benefits; training and professional development opportunities; formulation and application of human resource policies and rules; facility and service accessibility; and discipline and termination.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.