Academic Operations Specialist

The Academic Operations Specialist manages courses and supports academic programs and operations in the unit and with/for other schools/colleges at the University. More specifically, the Academic Operations Specialist builds courses, coordinates student feedback, and provides logistical and administrative support to the Academic Affairs faculty and staff team.

Education and Experience

• Bachelors Degree or equivalent combination of education and experience.

Skills and Knowledge

• Excellent communication, writing and interpersonal skills.

• Ability to work on cross-functional teams.

• Ability to problem-solve and liaise with schools/colleges across the university.

• Ability to multi-task, organize and plan work assignments and responsibilities while meeting deadlines.

Preferred: Agility with all University software systems, analytical skills, knowledge of University processes (curriculum and course delivery), proficiency in Microsoft Office and PeopleSoft and 25LIVE.

Responsibilities

Course Management:

• Build all courses related to ONLUC campus designation, utilizing multiple university systems.

• Provide course building guidance to program administrators in academic departments across campus.

• Schedule rooms for designated courses on behalf of academic departments.

• Support course building and scheduling for Summer College for high school students and the English Language Institute.

• Process and track independent study proposals and permission requests for courses.

Program & Operations Support:

• Provide logistical, operational, and admin support to the Academic Affairs faculty and staff team.

• Coordinate student feedback survey setup for each 8-week session with the Office of Institutional Effective and Assessment

• Maintain repository of all completed course feedback surveys for each 8-week session.

• Track and confirm instructor sign off on course feedback surveys for each 8-week session.

• Coordinate Orange Success Early Semester Progress Report (ESPR) and Mid Semester Progress Report (MSPR) for each 8-week session with the Office of Retention and Student Success, Enroll. and the Student Experience.

• Maintain and update the Academic Affairs dashboard monthly for the College Updates Briefing report.

• Research new program opportunities for unit, as needed.

• Coordinate pre and post travel for Academic Affairs team.

• Coordinate pre and post travel for faculty, course instructors and developers, track expenses, and report quarterly.

• Coordinate and execute event planning for Academic Affairs and assist in wider College-level planning as needed.

• Process and reconcile monthly JPMC expenses for Academic Affairs team.

• Process and track grade dispute submissions for the College.

• Coordinate badging applications and minors program inquiries and declaration forms for the College.

Financial and Payroll Support:

• Complete financial processes, as backup support, with IDs, requisitions, and POs.

• Administer payroll, as backup support, for College of Professionals Studies units/departments.

Risk Management Compliance:

• Coordinate, track and verify, for each 8-week session, Spring/Summer/Fall terms, all aspects of the Youth Programs Risk Management Compliance, AKA Minors Training, for all AAF faculty and PTIs.

Other duties assigned.

Physical Requirements

N/A

Tools/Equipment

N/A

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.