Associate Director, Office of Academic Affairs

Wesleyan University is a selective liberal arts institution in Middletown, Connecticut, home to approximately 3,000 undergraduate students and a faculty of distinguished scholars deeply committed to teaching, advising, and research. The Office of Academic Affairs supports the work of the faculty and oversees the University curriculum, faculty hiring and promotion, faculty research and teaching, and the administration of all academic departments, programs, and the library. Reporting to the Associate Provost for Budget and Personnel, the Associate Director for Budget and Operations provides day-to-day leadership for financial and administrative operations across Academic Affairs, serving as a primary resource for budget management, financial policy implementation, and support for Administrative and Accounting Assistants. This role also provides consistent operational support for Administrative and Accounting Assistant staffing across academic departments, maintaining awareness of each department's staffing needs and coverage as chairs rotate, and coordinating staffing, recruitment, onboarding, and job description processes. Responsibilities include: Fiscal Management and Budget Oversight Manage Academic Affairs operating and capital budgets for computing and non-computing purchases. Support the Associate Provost in administering endowed budget allocations; coordinate with Finance on compliance with gift restrictions. Approve pcard applications and travel advances. Review and approve monthly spending in academic departments; approve or deny vouchers, journals, and budget transfers. Serve as Cost Center Manager; review and approve expenditures above $500 and payments to individuals across Academic Affairs departments. Manage spreadsheets for Finance of other annual commitments. Create Memoranda of Understanding for departments with start-up obligations to new faculty hires; monitor spending and notify faculty when funds are expiring. Resolve worktag and budget overspend issues in coordination with Finance; identify and correct financial errors in payroll in Workday. Process Coursera revenue distributions; receive funds, create cash sales to designate ledger accounts, reconcile revenue against program expenses, calculate payable balances, and coordinate payment through vouchers or Human Resources as appropriate in coordination with Finance. Training, Guidance and Process Improvement Serve as the first point of contact for Academic Affairs Administrative and Accounting Assistants on financial, operational, and policy questions; resolve routine matters and escalate complex issues to the appropriate office or the Associate Provost as appropriate. Coordinate the monthly Administrative and Accounting Assistant training program; develop and maintain training materials and invite guest presenters from Finance, ITS, Human Resources, and other offices to provide cross-functional training. Identify and implement process improvements across Academic Affairs to improve consistency in how departments oversee financial and operational tasks. Stay current on university financial and administrative policies; attend Academic Affairs finance meetings and collaborate with Finance on policy development and new procedures. Academic Affairs Union Workforce Operations Maintain awareness of each academic department’s Administrative and Accounting Assistant staffing levels, workloads, and coverage patterns; identify opportunities for shared arrangements or adjustments where appropriate. Assess short and long-term staffing needs across departments; determine whether gaps are best addressed through temporary hiring, temporary redistribution of existing capacity, or shared arrangements. Coordinate with Labor Relations when duty redistribution requires a formal Memorandum of Understanding; ensure proper documentation. Coordinate the full recruitment process for union vacancies; review applicant pools, develop a shortlist, and present candidates to department chairs; schedule interviews per the chair’s selection; conduct reference checks and coordinate offer and onboarding with Human Resources. Serve as a resource for Administrative and Accounting Assistants navigating workload changes or workplace concerns; identify personnel issues and connect staff and chairs with Human Resources for guidance and resolution. Maintain and update union job descriptions to accurately reflect current responsibilities; initiate a review when duties change permanently or a position becomes vacant; complete a position questionnaire with the chair and submit to Human Resources for finalization and classification. Systems and Process Improvement Identify opportunities to enhance institutional applications supporting Academic Affairs operations; submit improvement requests to ITS and test updates prior to release. Coordinate with ITS on computer procurement for new Academic Affairs hires; assess faculty computing needs and ensure equipment ordered meets capacity requirements beyond standard configurations where appropriate. Supervision Supervise two Accounting Specialists who support multiple departments in the sciences. Review and approve weekly time reporting; perform annual evaluations. Cross-Functional Collaboration and Special Projects Partner with Finance, Human Resources, ITS, Labor Relations, and other institutional offices on matters related to assigned responsibilities and Academic Affairs operations. Cross-train with the Associate Director for Curriculum, Research and Special Projects to ensure continuity of operations and mutual coverage across key Academic Affairs functions. Lead and administer special projects for the Provost, Associate Provosts, and Deans as assigned. On Campus with Hybrid potential: This position is an on-campus position with potential for a hybrid schedule in the future. Minimum Qualifications: Bachelor's degree and