Transitioning from the world of research and teaching to the intricate realm of academic administration can seem daunting for many PhDs. Yet, the skills honed during years of scholarly work—critical thinking, organization, meticulous attention to detail—are precisely what make PhDs excel in this new environment. This blog post is going to be a bit different than my previous ones in that it is not necessarily specific to working in France. In this post, however, I will delve into the essential systems and academic processes that form the backbone of academic administration, highlighting how those with a PhD background are uniquely equipped to navigate and excel in this domain.

Understanding Key Systems in Academic Administration

Academic administration is underpinned by various systems designed to streamline educational processes, from learning management to resource allocation. Among these, Learning Management Systems (LMS) like Canvas, Blackboard, and Moodle, and Enterprise Resource Planning (ERP) systems play pivotal roles.

Learning Management Systems (LMS): Canvas, Blackboard, and Moodle

Before delving into the specifics of Canvas, Blackboard, and Moodle, it’s essential to understand what a Learning Management System (LMS) is and its pivotal role in modern education. An LMS is a software application or web-based technology used to plan, implement, and assess a specific learning process. It provides an infrastructure that allows educators to manage course documentation, deliver course content, monitor student participation, and assess student performance. Beyond these functionalities, an LMS facilitates communication and collaboration among educators and students, creating a dynamic, interactive learning environment that transcends traditional classroom boundaries. Whether for K-12 schools, higher education, or corporate training programs, an LMS is designed to enhance the learning experience, making education more accessible, engaging, and effective for everyone involved.

• Canvas is known for its intuitive interface and robust integration capabilities, making it a favorite among institutions aiming for a seamless digital learning environment. Its flexibility in course design and engagement tools (like integrated media recording) supports innovative teaching strategies.
• Blackboard offers comprehensive tools for course management and is particularly noted for its analytics and assessment features. It provides educators with detailed insights into student performance and engagement, enabling targeted support.
• Moodle, an open-source platform, offers unparalleled customization and is highly valued for its cost-effectiveness and community support. Its flexibility makes it suitable for a wide range of educational institutions. That said, Moodle is a double-edged sword in that the customization either requires robust instructional designers and/or support from a third-party Moodle partner.

While each LMS has its unique strengths, they share common goals: enhancing student learning experiences, streamlining course management, and facilitating communication between educators and learners. As a PhD, you’ve probably experienced an LMS from a teacher’s and a student’s perspective, but never from an administrator’s perspective. As an administrator, you will likely be asked to troubleshoot, figure out why instructors and students are experiencing issues, and also interface between the LMS and the ERP. But don’t worry! Most of the issues are minor. At my job at SAE Institute, I’d estimate that at least 90% of questions could be resolved by helping the teacher publish the resource or category.

In my work, I’ve been lucky enough to use all three of these big LMSs: Blackboard as a student at Johns Hopkins and teacher at Princeton; Canvas as an administrator at SAE; and Moodle at my current role at ESSEC Business School. Trust me, once you know one, you basically know them all!

Enterprise Resource Planning (ERP) Systems

ERP systems are the operational core of academic institutions, managing everything from admissions and financial aid to student records and human resources. These systems ensure that the vast array of institutional data is integrated and accessible, supporting informed decision-making and efficient management. For PhDs, who are no strangers to managing complex datasets, the transition to overseeing or working with ERP systems can be smooth, leveraging their analytical skills to optimize institutional resources and processes.

In my experience, at SAE Institute, we had a homegrown ERP called CAS. The interface looked like it was straight out of the dial-up Internet from the 90’s, but it was functional and did what needed to be done! At ESSEC, we have the Rolls-Royce of ERPs, Banner, but in my current role, I barely touch it because my team only manages the LMS. In our case, it’s mostly important to understand how the ERP and LMS can communicate with each other and to be able to explain to professors and assistants which of their issues should be resolved in the ERP or in the LMS.

Key Academic Processes in Administration

Beyond system management, academic administration encompasses a variety of processes critical to the institution’s academic mission. These include:

1. Course Sequencing and Scheduling Ensuring that the academic schedule is coherent, accessible, and meets the needs of both students and faculty is a complex puzzle. PhDs, with their deep understanding of academic content and structure, are well-positioned to oversee course sequencing and scheduling, ensuring that prerequisites are logically ordered and that students can progress through their programs without unnecessary obstacles.
2. Resource Allocation Allocating resources—be it rooms, teachers, or materials—requires a strategic approach to maximize efficiency and meet educational goals. PhDs are adept at resource management, whether it’s juggling research funds or coordinating departmental seminars, making them natural fits for overseeing this aspect of academic administration.
3. Organizing Academic Orientation Academic orientations are crucial for setting students up for success. PhDs, familiar with the academic journey from student to researcher, can leverage their insights to design orientations that address the needs and concerns of incoming students, ensuring a smooth transition into higher education.
4. Evaluating Teaching through Course Observations PhDs, with their extensive teaching experience, bring a critical eye to course observations. They can identify effective teaching practices and areas for improvement, contributing to the institution’s teaching quality and student learning outcomes.
5. Confirming Grades and Degree Recipients The end of each term brings the critical tasks of confirming grades and, ultimately, degree recipients. PhDs understand the academic standards and rigor required for these milestones. Their attention to detail ensures that these processes are conducted with integrity and accuracy.
6. British System Specifics: EE Samples and Moderations For those in the British system (at SAE, we conferred British degrees, so I became very familiar with this — and have to say, I agree with a lot of it, despite the workload!), handling External Examiner (EE) samples and moderations is an additional layer of academic process complexity. PhDs, familiar with the nuances of academic evaluation and the importance of maintaining standards, are well-equipped to navigate these processes, ensuring fairness and consistency in assessments.

Conclusion

For PhDs contemplating a move into academic administration, the transition offers an opportunity to apply their skills in new, impactful ways. The systems and processes that underpin academic administration are complex, but they are not insurmountable. Indeed, the analytical rigor, organizational skills, and deep understanding of the academic landscape that PhDs bring to the table make them invaluable assets in this domain.

Embracing the challenges of academic administration not only opens up new career pathways but also allows PhDs to contribute to shaping the educational experiences of future generations. With their unique skill sets, PhDs in academic administration are poised to lead, innovate, and excel, ensuring the smooth operation and continued success of academic institutions.

If you have any questions, don’t hesitate to put them in a comment! Any other topics you might be curious about? Let me know!