OLA Business Operations Manager - JR25271-3800

at University of Chicago in Chicago, Illinois, United States

Job Description

• Administers academic reading comprehension assessments (ARCAs), foreign language proficiency certifications (FLPCs), and college language proficiency assessments, including all of the duties associated with test materials and test administration. The Competency Exam is given to around 150 College students each year who wish to complete their language requirement. It is essential to these students in order to graduate and must be done with the utmost attention to accuracy, fairness, rules around eligibility, confidentiality of student records, and expediency of grading and reporting.
• Keeps track of new tests, updated test versions, including solicitation of corrections, changes and other details.
• Prepares test materials for distribution on test days.
• Collaborates with OLA Director, OLA Assessment Specialist and CLC Director to be aware of new test development.
• Collaborates with CLC Operations Manager to be up to date on hardware and software necessary for virtual test administration.
• Works and communicates effectively with test developers, graders and raters, including communication around new tests and/or updated test versions.
• Maintains a deep comprehension of language assessment principles and practices in order to understand test formats and optimal production of materials for test implementation.
• Collaborates with all CLC and OLA staff to plan test administration throughout the academic year, including summer session test administration.
• Schedules administration of all tests, arranges for rooms and proctors for in-person tests and proctors for online tests, may serve as proctor for tests as needed.
• Oversees and confirms registration for tests, including eligibility as well as accommodations for students as needed and documented by Student Disability Services.
• Collects and secures completed tests, processes completed tests, both paper and electronic, for distribution for grading and rating, follows up as necessary.
• Manages test results, including reporting to appropriate parties, providing test takers with grades, documentation or certifications.
• Maintains database of test results for research and other purposes.
• Gains and maintains deep understanding of college language requirements, placements and their interaction with the Competency Assessment.
• Organizes and participates in annual informational meetings with College advisers to provide updates on policies, practices, and troubleshoot issues.
• Contacts students from previous years (if any) who missed exams or for whom exams in a pertinent language did not exist.
• Advises students who register for exams to determine eligibility and need for the test, using multiple student information sources, College rules and policies, placement results and Language Petitions, communication with advisers and language placement coordinators.
• Provides information, insight and input for the development of broader test programming beyond the UChicago campus, anticipates needs and functions.
• Develops skills to assume responsibility and take the lead in program development, including identification of new technologies and development of new business and administrative processes to support the growth and expansion of OLA test products.
• Creates new operational work plans, implements and evaluates new systems, and anticipates needs for resources.
• Assists CLC and OLA leadership with multiple key entrepreneurial initiatives, including preparation of reports and evaluating materials to addressintellectualpropertyissues and develop business plans.
• Stays up-to-date on trends, software and other tools,technologies, and practices. Consults with OLA director to make decisions about use and implementation.
• Serves as key point and source of communication to provide accurate, detailed messaging about all aspects of the OLA with departments, programs, deans, deans of students, testers, graders and test takers.
• Serves as key individual to advise undergraduate and graduate UChicago students, as well as a range of external students about test formats, suitability, eligibility, and OLA policies.
• Updates OLA's websites and other platforms.
• Updates OLA's Qualtric registration documents.
• Coordinates quality assurance reviews and recommends changes as appropriate.
• May interact with faculty, researchers, and CLC or OLA staff for committee work or to provide information or resources.
• Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
• Sets and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.
• Performs other related work as needed.

• Management of finances or budgets.
• Working in academic contexts with faculty and other administrative personnel.
• Managing communications initiatives, especially event outreach and marketing.
• Managing data, such as spreadsheets, databases, survey platforms such as Qualtrics.

• Expertise working with multimedia, including WordPress (Voices) websites and video creation.
• Knowledge of computers and standard software applications including Microsoft Word, Excel, and PowerPoint.
• Familiarity with ACTFL Guidelines and OPI testing, OPI Certification.
• Knowledge of assessment methodologies.
• Develop demonstrations or manuals.
• Work with graphic design programs to edit or proofread various types of communications.
• Proficient in financial and budgeting systems.
• Proficient in spreadsheet or other accounting software.
• Proficient in Workday or other human resource software.
• Proficient in Adobe Creative Cloud products or other graphic design tools.
• Native speaker of English.
• Knowledge of at least one foreign language.
• Edit and proofread documents in English at an advanced level.
• Facility and experience with social media for multiple purposes, including digital content creation.

• Effectively communicate with faculty, students, and various administrative offices at all levels within the University.
• Excellent communication skills, both written and verbal.
• Scrupulous attention to detail.
• Strong organizational, interpersonal, analytical, and problem-solving skills.
• Meticulous attention to detail.
• Take initiative.
• Work independently and as part of a team.
• Work on multiple projects simultaneously, set priorities, and meet deadlines.
• Train others.
• Maintain confidentiality.
• Interdisciplinary outlook.

• Hybrid schedule consisting of 3 days in office and 2 days working from home.
• Work occasional evenings or weekends.

• Resume/CV (required)