Academic Operations Coordinator - Full Time

About the role

The Academic Operations Coordinator supports the day-to-day administrative, academic, and operational functions of a University department. This role ensures efficient coordination of academic scheduling, faculty and student support processes, data management, and compliance with institutional policies. The coordinator serves as a central point of contact for internal and external stakeholders, helping to streamline operations, support academic programming, and enhance overall departmental effectiveness.

Responsibilities

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Cookbook scheduling, including course offerings, room assignments, and timetable management.
• Supports faculty onboarding, appointments, and administrative needs.
• Affords student-related processes such as enrollment support, advising coordination, and records management.
• Maintains and updates academic and operational databases, ensuring accuracy and compliance with institutional standards.
• Serves as a liaison between department leadership, faculty, students, and central administrative offices.
• Supports curriculum implementation, academic program logistics, and accreditation-related documentation.
• Serves as a central point of contact for internal and external stakeholders, helping to streamline operations, support academic programming, and enhance overall departmental effectiveness.
• Supports departmental communications, including announcements, scheduling updates, and internal reporting.
• Affords budget tracking, procurement, and expense processing in collaboration with finance teams.
• Prepares reports, dashboards, and data summaries for leadership decision-making.
• Cookbook meetings, events, and academic activities, including logistics and documentation.
• Ensures adherence to university policies, procedures, and regulatory requirements.
• Provides general administrative support to department leadership as needed.
• And other duties as assigned by the department.

Qualifications

• High School Diploma/GED
• Basic understanding of higher education operations, academic programs, or administrative support functions
• Proficiency in standard office software (e.g., Microsoft Word, Excel, Outlook, and basic database systems)
• Basic problem-solving skills with the ability to seek guidance when handling unfamiliar tasks

Preferred Qualifications

• Bachelor’s Degree
• 2 years administrative, academic support, customer service or office coordination experience

Additional Qualifications

Assists with departmental communications and reporting, supporting accreditation documentation, coordinating events and logistics, and performing other duties as assigned.

Physical Demands

• Lift and carry 25 lbs.
• Frequent sitting/standing
• Frequent keyboard use

Work Shift

Workday Day (United States of America) Worker Sub Type Regular Employee

Primary Location

Philadelphia University

Entity

Philadelphia University