Coordinator of Academic Operations

Full-time, 12-month exempt position reporting to the Director of Curriculum and Academic Technology.

About the role

The Coordinator of Academic Operations supports the Academic Affairs Office by coordinating academic scheduling processes, managing day-to-day scheduling and syllabus operations, and supporting the administration of related academic technology systems. This position works with academic departments and other college offices to maintain accurate scheduling and syllabus information, resolve operational issues, provide training and user support, and assist with system implementation and improvements.

Responsibilities

• Manages day-to-day scheduling operations, including data review, system testing, user support, documentation, and issue resolution.
• Coordinates the development and processing of academic schedules for Springfield-based and online courses.
• Coordinates the day-to-day administration of syllabus management systems and processes, including user access, templates, workflows, deadlines, reporting, and support, in collaboration with the Director of Assessment, OTC Online, academic departments, and faculty.
• Reviews scheduling and system data for accuracy and works with appropriate departments to resolve discrepancies or refers issues involving broader system or policy decisions to the Director.
• Oversees final exam scheduling and related system updates.
• Assists the Director with the administration and maintenance of academic scheduling systems and processes.
• Identifies opportunities to improve scheduling, syllabus, and faculty assignment processes and provides recommendations to the Director.
• Manages the preparation, review, distribution, and recordkeeping of faculty assignment letters.
• Serves as the point of contact for Academic Affairs website information and collaborates with the Web Services team to maintain the Academic Affairs website in alignment with established standards.
• Aids the Director in providing training and support materials for various academic technology systems.
• Provides input and collaboration for improving room and resource utilization.
• Assists the Director with reporting to various governmental offices at the local, state and federal levels.
• Assists with the implementation, testing, and adoption of new or updated academic technology systems and processes.
• Coordinates assigned Academic Affairs projects, timelines, communications, and deliverables.
• Supports the Academic Affairs Office with new and ongoing projects and initiatives as needed.
• Supervises part-time employees.
• Performs other duties as assigned, including attending college functions, serving on committees, and attending community events.

Requirements

• Associate’s degree from an accredited institution of higher learning recognized by the Department of Education.
• Previous experience in higher education, academic operations, scheduling, academic technology, or a related area.
• Highly developed numerical, organizational, analytical, and problem-solving skills.
• Ability to manage multiple deadlines and work independently.
• Ability to work well with others.
• Strong oral and written communication skills.
• Proficiency with information technology for professional productivity (such as Microsoft Office Suite).

Preferred Qualifications

• Bachelor’s degree from an accredited institution of higher learning recognized by the Department of Education.
• Two years of experience in higher education, academic operations, scheduling, academic technology, or a related area.
• Experience coordinating processes, managing projects, or supporting enterprise software systems.
• Experience with Colleague or other SIS systems in higher education.
• Experience with scheduling software.
• 10-key proficiency.

Pay

$45,000 - $51,000 per year.

Benefits

• Medical insurance coverage for employees through the CoxHealth network at no cost to employees.
• Dental, LTD, and group life insurance coverage for employees at no cost to employees.
• Access to the on-site OTC Health and Wellness Clinic at no cost for employees and their dependents.
• Use of the OTC fitness center at no cost to employees.
• Twelve tuition-free college credit hours per fall and/or spring semester and six college credit hours per summer term for employees and/or their dependents.
• College matches the employee PSRS/PEERS retirement at 14.5% or 6.86%.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit, stand, and walk; use hands to finger/touch, handle, or feel; and talk or hear. The employee must be able to move around and about their area and operate a computer as needed. Specific vision abilities required by this job include close vision.