Academic and Institutional Effectiveness Coordinator

About the role

The Academic and Institutional Effectiveness Coordinator supports the Senior Vice Provost for Academic Affairs in overseeing various academic affairs portfolios, including Faculty Success, Graduate Studies, Institutional Research, Undergraduate Education, Undergraduate Advising, and Institutional Effectiveness and Strategic Analytics.

Responsibilities

• Provide administrative coordination and operational support across the Senior Vice Provost’s academic affairs portfolio
• Coordinate recurring administrative workflows, timelines, and deliverables across portfolio units to support division-wide planning and implementation
• Serve as an administrative point of contact for portfolio-related inquiries, ensuring appropriate routing, follow-up, and resolution
• Prepare, organize, and distribute materials for meetings, reviews, and portfolio-related initiatives
• Maintain shared calendars for portfolio-wide activities, standing meetings, review cycles, and reporting deadlines (excluding executive calendar management)
• Maintain organized electronic records, files, and documentation to support operational continuity and compliance
• Support the scheduling, coordination, and logistical execution of program planning, assessment, accreditation, and committee-related meetings, including room reservations, technology support, and materials preparation
• Track established timelines, deadlines, submission cycles, and compliance milestones as defined by the Institutional Effectiveness Analyst and notify relevant stakeholders of upcoming requirements
• Care for logistical arrangements for external reviewers, accreditation teams, and site visits, including travel documentation, meeting schedules, and on-site logistics
• Support communication workflows by preparing and distributing materials, notices, and reminders developed by the Institutional Effectiveness Analyst
• Provide administrative and transactional support for institutional effectiveness–related activities, including procurement, reimbursements, honoraria, travel documentation, and invoice processing
• Aid in tracking expenditures associated with accreditation, assessment, external reviews, and related activities, providing status updates to the Institutional Effectiveness Analyst or appropriate administrators
• Support the processing of payments for professional program accreditation dues, reaffirmation fees, software licenses, and external services, as directed
• Maintain accurate financial and administrative records to support audit readiness, reporting, and continuity of operations
• Coordinate with campus partners (e.g., Finance, Procurement, ABSO) to resolve routine transactional and documentation issues
• Support process documentation by maintaining procedural records, templates, and reference materials developed by the Institutional Effectiveness Analyst

Requirements

• Completion of a high school program, technical/vocational program, or their equivalents
• Three years of related office work experience

Preferred Qualifications

• Bachelor’s Degree
• Experience providing administrative or operational support in a higher education or similarly complex organizational environment
• Experience supporting academic program planning, assessment, accreditation, or institutional effectiveness activities in an administrative or coordination role
• Experience coordinating meetings, timelines, documentation, or logistics across multiple units or stakeholders
• Proficiency with office productivity and collaboration tools (e.g., Microsoft Office, Google Workspace, document management systems, virtual meeting platforms)
• Demonstrated organizational skills, attention to detail, and ability to manage multiple priorities in a deadline-driven environment
• Excellent written communication skills and customer service skills