Academic Operations Coordinator

Job Description

Job Description

Details: Posted: 09/11/26
Level: Associate Director
Department: Academics
Supervisor's Title: Associate Vice President (AVP) of Academic Affairs
Closing Date: 10/09/26 at 4:00pm ET Location: Charter Oak State College
185 Main Street New Britain, CT 06051
*This is a an on-campus position, there will be some telework flexibility. The incumbent may travel to public sites to make presentations as well as travel to national or regional meetings and conferences.

Please take a look at our website to find out more about our college. Charter Oak State College Charter Oak State College Mission : As part of the Connecticut State Colleges & Universities (CSCU) system, Charter Oak State College, the state’s only public, online, degree-granting institution, provides affordable, diverse, and alternative opportunities for adults to earn undergraduate and graduate degrees and certificates. The College's mission is to foster the potential of current and future working professionals by providing dynamic and industry-relevant online education to advance success in a global society through affordability, collaboration, and learning experiences that can occur inside and outside the virtual classroom. Charter Oak State College Vision: Charter Oak State College: A dynamic community of online learners advancing the nation’s workforce one graduate at a time. Anticipated Start Date:  Fall 2026 Position Summary: The Academic Operations Coordinator ensures high-level efficiency and continuous improvement of the academic services that power Charter Oak State College’s online environment. This role focuses on strategic coordination and assessment of Career Services, academic vendors, digital library resources, commencement, and the Center for Academic Excellence. The position acts as a bridge between academic programs and operational support, ensuring that students and faculty have the tools and pedagogical support necessary for success in an evolving educational landscape.

Supervisory and Other Relationships:

This position will have direct reports to help achieve the responsibilities and goals assigned by the AVP of Academic Affairs.

Position Responsibilities:

The following examples of duties illustrate the general range of tasks assigned to the position but are not intended to define the limits of the position.

1. Academic Vendor Management & Assessment

• Serve as the primary point of contact and contract manager for key academic vendors, including online tutoring, inclusive access virtual bookstore, and career services.
• Direct the work of any associate to ensure seamless "day-one" access to course materials and resolve complex student or faculty issues regarding inclusive access.

2. Library Resource Strategy & Fiscal Stewardship

• Collaborate with Academic Program Directors to expand, contract, and procure online library subscriptions and databases that align with specific program outcomes.
• Conduct usage analysis of existing library resources to ensure library dollars are being utilized in a fiscally responsible manner, making data-driven recommendations for renewals or cancellations.
• Ensure the digital library remains integrated and easily accessible within the Learning Management System (LMS).
• Serve as the College representative on the Council of Library Directors for all CSCU schools, including working as a consortium with procuring online subscriptions for the Library.

3. Center for Academic Excellence (CAE) Leadership

• Coordinate faculty training, onboarding and expectations, focusing on andragogy and emerging technologies.
• Coordinate with Subject Matter Experts (SMEs) to deliver high-impact professional development; translate SME expertise into structured, scalable training modules for faculty.
• Manage the CAE’s project roadmap, ensuring training initiatives are delivered on time and align with institutional goals such as AI fluency and workforce alignment.

4. Career Services & Support

• Coordinate the online Career Center by identifying and implementing AI-enabled coaching tools (e.g., automated resume feedback, AI interview prep) to enhance the student experience.
• Monitor trends in digital career services to ensure Charter Oak students are equipped for the modern, AI-integrated workforce.
• Collaborate with Academic Program Directors and/or vendors on the implementation of Work-Integrated Learning (WIL).

5. Commencement Coordination 

• Coordinate all logistical and communication aspects of the annual commencement ceremony
  • Serve as a liaison between graduates, faculty, staff, vendors, and event partners.
  • Coordinate graduate registration and attendance tracking.
  • Maintain commencement budgets, contracts, and vendor relationships as assigned.

• Support additional college-wide events and special projects as assigned .

Minimum Qualifications: Incumbents must possess proven ability to effectively work with a diverse set of faculty, staff, and students. They are expected to have excellent oral and written communication skills along with strong information technology literacy skills. Incumbents are required to have demonstrated advanced knowledge and abilities in the following:

• Master’s degree in Education, Instructional Technology, Business, or a related field.
• Training & Project Management Skills : Demonstrated background in educational operations and/or formal project management methodologies.
• Proven experience in budget monitoring and vendor assessment.
• Familiarity with Generative and/or Agentic AI tools and their application in academic settings.

Preferred Qualifications: Preferred candidates of the position will additionally possess the following:

• Familiarity with online or adult-learning environment.
• Experience with Career Services and/or WIL frameworks in a virtual environment.

Work Environment: The incumbent typically performs work in the offices of the College’s headquarters located at 185 Main Street, New Britain, Connecticut. The work does not, normally, involve any significant physical effort. The incumbent may travel to public sites to make presentations as well as travel to national or regional meetings and conferences.  Salary Range: The salary range for this position is $85,443 - $113,918 and while experience and qualifications are considered, candidates will start at the minimum of the salary range. This position also comes with excellent State of CT medical insurance, retirement, and related fringe benefits. The salary will be based on the selected candidate’s qualifications such as education and job-related experience, and internal equity. We offer a comprehensive benefits package to help you stay well, protect yourself and your family, and plan for a secure future. Benefits include generous leave policies; several retirement plans; and many choices for comprehensive health insurance. You also have access to many additional benefits to save for retirement, protect your family & more with supplemental benefits. Tuition reimbursement may apply if applicable.  Application Instructions : To apply you must submit a cover letter and resume. The cover letter may be entered as text in the corresponding box, or it can be uploaded as a combined file with the resume.
Incomplete applications or those submitted after the closing date will not be considered and links to other sources to view resumes are not acceptable.

For more information or to apply via our website at Selection Procedure : Application materials will be evaluated by a selection committee. Candidates selected for further consideration will be limited to those applicants who are best qualified based on the minimum and preferred qualifications and who have submitted all the required documents by the closing date and time listed on the job announcement. Candidates who have been selected and approved to interview will be contacted, and finalists will be recommended for further consideration by the Hiring Manager for final selection and recommendation for employment. The selection process may also include practical exercises (i.e., teaching demonstration and/or other written, technical, manipulative, or simulation exercises) to evaluate candidates' qualifications. Background Screening: All employment, if offered, is contingent upon proof of citizenship or employability under the requirement of the Immigration and Control Act (IRCA) and the successful passing of a background check, including granting permission to contact current and previous employers for verification. Charter Oak State College is committed to providing a safe campus community. Background investigations include reference checks, a criminal history record check and, when appropriate, a financial (credit) report or driving history check.

Clery Act :

Attached is Charter Oaks Annual Security Report to comply with the requirement of the Clery Act which outlines several administrative items related to campus security.

Continuing Notice of Nondiscrimination :

Charter Oak State College does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, veteran status, sexual orientation, genetic information or criminal record.
CHARTER OAK STATE COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYER.

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