Academic Administration & Operations Manager

Manager, Academic Administration & Operations

At ICO, we see things differently! For over 150 years, we've demonstrated an unwavering commitment to excellence in education and patient care. Our faculty and staff are second to none! Join us and be part of a mission-driven environment that values your contributions and offers the opportunity for work-life balance.

We have diligently developed a comprehensive and competitive benefits program that reflects our dedication to our employees.

• Comprehensive, affordable health insurance options including medical, dental, prescription, and vision benefits, for every full-time employee (Insurance starts on the first day of the following month after the hire date)
• After one year of service, 403(b) Retirement Plan that pays 12% of an employee's salary with no match required
• Generous PTO (pro-rated your first year) plus 14 paid company holidays per year
• Additional sick days that can be carried over (limits apply)
• Public Service Loan Forgiveness (PSLF) authorized employer
• Tuition Reimbursement (up to IRS guidelines)
• On-site gym, fitness, and exercise facility with an on-site fitness professional
• On-site secured parking available for a fee
• Standard 35-hour work week in a hybrid work environment
• On-campus flu vaccinations

Illinois College of Optometry Job Description

Manager, Academic Administration & Operations

Level: Exempt $65,000-$70,000

Reporting Relationship: Reports to the Vice President for Academic Affairs/Dean

Position Summary

The Manager, Academic Administration & Operations, oversees the daily operations of the Office of Academic Administration, supporting academic leadership, faculty processes, and student academic operations. This role supervises administrative staff and student workers, manages key academic administrative processes, and ensures efficient, professional, and compliant office operations across departments.

Essential Job Functions

Office Operations & Staff Supervision

• Supervise the Academic Administration support staff and student workers, including hiring, training, and performance oversight
• Ensure a professional, organized, and service-oriented office environment
• Maintain department SharePoint site and office documentation
• Support administrative needs of academic leadership, including the Vice President/Dean and associated staff
• Coordinate department-hosted faculty, student, and resident events

Academic Records & Registrar Oversight

• Oversee student records maintenance within the Student Information System (Anthology)
• Manage high-risk or compliance-sensitive processes, including SEVIS updates, I-20 documentation, and licensure applications
• Develop and manage student schedules for didactic and patient care programs
• Prepare Student Promotion Committee reports and related communications
• Respond to Registrar's Office inquiries

Faculty & Academic Support

• Maintain and coordinate faculty schedules and assessments
• Assist with faculty credentialing and privileging in collaboration with the Chief of Staff
• Oversee faculty administrative processes, including travel reimbursements and continuing education documentation (tasks can be supported by Coordinator)
• Support academic leadership in other faculty-related administrative tasks
• Coordinate course examination processes

Additional Responsibilities

• Proctor exams as needed, including occasional evenings or weekends
• Obtain and maintain Notary Public commission in Illinois (supported by the College)
• Perform other duties as assigned

Required Knowledge, Skills, and Abilities

Education & Experience

• Bachelor's degree preferred; at least 5 years of relevant administrative, academic operations, or higher education experience required
• Experience supervising staff or managing administrative teams preferred

Core Skills & Competencies

• Excellent interpersonal, written, and verbal communication skills; able to interact effectively with senior leaders, faculty, staff, and students
• Demonstrated ability to maintain professionalism and confidentiality in compliance with FERPA and other regulatory requirements
• Strong organizational and project management skills with the ability to prioritize competing demands
• Experience in problem-solving and operational decision-making in an academic or higher-education environment
• High attention to detail and accuracy in all work

Technical Skills

• Proficiency in Microsoft Office, including Excel
• Comfortable using student information systems and office productivity tools

Work Expectations

• Ability to work independently and as part of a team
• Ability to manage deadlines and multiple priorities in a dynamic environment
• Reliable attendance in accordance with College policy