Academic Affairs Operations Manager

Job Responsibilities

Coordinates daily operational workflow for Academic Affairs and serves as a central point of coordination for divisional communication, scheduling priorities, meeting preparation, and follow-up.

Manages the Academic Affairs general inbox, routes inquiries appropriately, tracks action items, and supports continuity of operations when the Chief Academic Officer is unavailable.

Facilitates communication among academic leadership, faculty, staff, institutional offices, and external stakeholders.

Project Coordination and Strategic Initiative Support

Captures timelines, documentation, deliverables, and follow-up activities for selected Academic Affairs priorities, strategic initiatives, partnership agreements, academic pathways, and cross-functional projects.

Maintains organized records, identifies process gaps, and recommends improvements to support divisional efficiency and accountability.

Supports divisional leadership for initiatives assigned by the Chief Academic Officer.

Faculty Administrative Processes and Academic Affairs Workflow

Captures and tracks recurring administrative processes across Academic Affairs, including faculty appointment documentation, load documentation, credentialing support, hiring-related timelines, assignments, and administrative actions.

Promotes collaboration with Human Resources, deans, and other appropriate offices to support accurate and timely completion of faculty-related processes.

Maintains internal process guides, reference materials, and documentation for recurring Academic Affairs workflows.

Governance, Leadership, and Meeting Support

Coordinates Academic Affairs leadership meetings, retreats, governance-related follow-up, and divisional planning activities.

Prepares agendas, materials, minutes, summaries, and action-item tracking documents.

Supports preparation of Academic Affairs materials for executive-level needs.

Budget, Purchasing, and Travel Coordination

Tracks divisional expenditures, maintains internal budget summaries, and assists with monitoring discretionary and travel budgets.

Coordinates purchasing documentation with the Business Office and supports travel authorizations, arrangements, and reimbursement documentation for the Chief Academic Officer.

Minimum and Additional Requirements:

• Bachelor’s degree and experience in administrative operations, project coordination, executive support, office management, or a related area; or an equivalent combination of education, training, and experience.
• Preferred Qualifications: Experience working in higher education administration, as an office manager, business manager, or in a similar administrative leadership role; Experience supporting senior leadership; Experience coordinating complex projects or cross-functional initiatives.

Additional Comments:

Applicants indicating degree(s) on the application may be required to provide unofficial copies of transcripts in the application process and official transcript upon hire.