Assistant Manager, Academic Operations (Maternity cover)

Assistant Manager, Academic Operations (Maternity cover)

OVERALL PURPOSE (Position Objective)

The Assistant Manager, Academic Operations plays a pivotal role in ensuring the strategic and efficient functioning of the School of Arts and Sciences (SAS) Academic Operations Office. Reporting to and working in close partnership with the Head of Academic Operations Office (AOO) and the Dean of SAS, the incumbent provides high-level operational, administrative, financial, and organizational support across a broad portfolio of activities.

The position is responsible for coordinating and optimizing key academic operations processes, driving timely execution of priorities, and ensuring seamless delivery of services that support faculty, students, and academic leadership. This includes overseeing operational planning, budget monitoring, procurement coordination, reporting, policy implementation, and cross-functional project management.

The Assistant Manager serves as a central liaison between the SAS Academic Operations Office and University-wide units based in the Central Administrative Office in Bishkek, as well as campus teams in Naryn and Khorog, ensuring alignment, consistency, and effective communication across multiple locations. The role requires proactive problem-solving, sound judgment, and the ability to manage competing priorities in a dynamic, multi-campus environment.

The ideal candidate is a highly organized and solutions-oriented professional with strong analytical, interpersonal, and stakeholder management skills, capable of handling complex tasks with accuracy, discretion, and efficiency while contributing to continuous improvement and institutional effectiveness.

MAIN DUTIES AND RESPONSIBILITIES

• Co-lead and co-manage the annual budgeting, forecasting, and resource planning process for the School of Arts and Sciences (SAS), working closely with budget holders to develop accurate projections, consolidate submissions, and ensure alignment with strategic and operational priorities.
• Oversee budget execution and financial performance throughout the fiscal year by monitoring utilization rates, analyzing variances, resolving budget issues, recommending reallocations, and ensuring efficient use of resources across SAS and cross-school budgets.
• Deliver high-quality financial and management analysis through data review, trend monitoring, scenario planning, and preparation of reports that support informed decision-making by the Dean, Head of AOO, and senior leadership.
• Develop and institutionalize performance dashboards and management reporting systems to track key performance indicators (KPIs), academic outputs, service delivery metrics, and operational efficiency across SAS.
• Drive digital transformation initiatives by introducing AI-enabled tools and automated processes to improve data management, reporting accuracy, workflow efficiency, and strategic insights.
• Manage end-to-end ERP/SAP operations for SAS AOO and Academic Programmes across campuses, ensuring timely processing of transactions, effective troubleshooting, and close coordination with Finance, HR, Administration, and Procurement functions.
• Administer contracts, payments, and vendor engagements under the SAS AOO portfolio, ensuring compliance with institutional policies, timely processing, accurate documentation, and effective contract lifecycle management.
• Establish and maintain robust records management systems, including operational logs, planning trackers, e-archives, and audit-ready documentation to support governance, budgeting, reporting, and institutional memory.
• Lead planning and logistics for official visits, events, and institutional engagements involving the Central Administrative Office and campuses, including partner delegations, guest speakers, trainings, and strategic meetings.
• Support grants and externally funded projects management by monitoring fund utilization, maintaining financial and operational tracking tools, coordinating with Principal Investigators, and facilitating reporting and campus engagements.
• Serve as a focal point for audit and compliance matters, responding to internal and external audit requests, strengthening internal controls, and ensuring timely closure of audit observations.
• Act as a key operational liaison between SAS leadership, central administrative offices, and campus teams to ensure seamless coordination, issue resolution, and consistent implementation of institutional priorities.
• Contribute to strategic planning and continuous improvement initiatives, identifying opportunities to enhance systems, processes, and service delivery while undertaking additional responsibilities assigned by the Head of AOO and the Dean of SAS.

OCCASIONAL SIGNIFICANT DUTIES

• Act as delegated focal point for the Head of Academic Operations Office (AOO) during periods of leave or absence, ensuring continuity of operations through oversight of budget transfers, routine approvals, priority matters, and timely coordination with relevant stakeholders.

Perform additional duties commensurate with the level of an Assistant Manager, supporting strategic priorities, operational requirements, process improvements, and other responsibilities assigned by the supervisor.

DECISION MAKING AND AUTHORITIES

• Exercise delegated authority to make day-to-day operational decisions within the scope of approved policies, procedures, budgets, and workplans to ensure efficient functioning of the SAS Academic Operations Office.
• Prioritize workloads, allocate tasks, and coordinate timelines across multiple operational activities to meet institutional deadlines and service standards.
• Review financial transactions, budget utilization, and supporting documentation, making recommendations on reallocations, corrective actions, and approval pathways for management consideration.
• Determine and implement appropriate administrative and logistical arrangements related to meetings, events, travel, faculty support, and cross-campus operations.
• Identify operational risks, process bottlenecks, and compliance issues, taking timely corrective action or escalating matters to the Head of AOO or Dean of SAS when required.
• Provide guidance to internal stakeholders on academic operations procedures, administrative processes, and system requirements to ensure consistency and compliance.
• Approve routine requests and transactions within delegated limits and act on behalf of the Head of AOO during periods of absence, as authorized.
• Recommend process improvements, digital solutions, and resource optimization measures that enhance operational effectiveness and service delivery.

QUALIFICATIONS- ESSENTIAL

• A MA Degree from an accredited institution
• Over 5 years of relevant experience at national/regional level
• Computer literacy with practical experience in using Microsoft Office (MS Word, Excel, PowerPoint, Web etc.)
• Strong knowledge of ERP systems (SAP/other ERP systems)
• Excellent verbal and written communication skills
• Strong self-management skills, ability to work with minimal supervision
• A good team player, at the same time ability to work independently
• Proactive approach and self-motivation in completing tasks
• Strong understanding of confidentiality and handling of sensitive information
• Stress resilience and ability to work in a dynamic environment
• Multitasking and prioritization skills

Language

• Advanced English and Russian
• Working knowledge of Kyrgyz, Tajik, and/or Kazakh would be an asset

UCA Background:

The University of Central Asia (UCA) was founded in 2000 as a private, not for profit, secular university through an International Treaty signed by the Presidents of Kazakhstan, Kyrgyzstan and Tajikistan, and His Late Highness Prince Karim Aga Khan IV; ratified by their respective parliaments and registered with the United Nations. The Presidents are the Patrons of the University and His Highness Prince Rahim Aga Khan V is the Chancellor. UCA’s mission is to promote the social and economic development of Central Asia, particularly its mountain communities, by offering an internationally recognized standard of higher education and enabling the peoples of the region to preserve their rich cultural heritage as assets for the future. UCA is distinguished by its three schools: the undergraduate School of Arts and Sciences (SAS), the Graduate School of Development (GSD), and the School of Professional and Continuing Education (SPCE). For more information: www.ucentralasia.org

How to Apply

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