Coordinator, Academic Operations

Coordinator, Academic Operations

Reporting to the Director of Academic Administration and Finance for the Department of Ecology, Evolution, and Environmental Biology, and working closely with the Director of Undergraduate Studies, Director of Graduate Studies, Director of the Master's Program, and Program and Communications Manager, the Academic Program Coordinator manages a broad portfolio of academic program administration for E3B's undergraduate, master's, and doctoral programs on the Morningside campus. The incumbent serves as a key administrative partner in the planning, coordination, and continuous improvement of the department's academic programs, exercising independent judgment in interpreting academic policies, resolving student and faculty administrative matters, coordinating curriculum and course operations, analyzing enrollment and academic data, and ensuring the effective delivery of instructional and student-facing services. The Coordinator also manages student engagement initiatives, academic communications, teaching assistant coordination, instructional resources, and program-related events that support academic excellence, student success, and community-building, contributing through proactive oversight and independent problem-solving to the effective administration, visibility, and continued development of E3B's academic programs.

Responsibilities

• Manage the day-to-day administration of E3B's undergraduate, master's, and doctoral academic programs, serving as a primary administrative resource for students, faculty, and University partners on academic program matters.
• Interpret and apply departmental, school, and University academic policies and procedures in response to student, faculty, and administrative inquiries, escalating complex or policy-sensitive matters as appropriate.
• Advise students on academic and administrative processes, degree requirements, registration matters, program deadlines, and departmental procedures, exercising discretion in identifying issues that require faculty or school-level review.
• Monitor student academic progress in partnership with the Program and Communications Manager and faculty leadership; identify trends, concerns, or barriers to completion and recommend administrative interventions or process improvements.
• Maintain and steward confidential academic records and student data in accordance with University policies, ensuring accuracy, confidentiality, and appropriate use of academic systems and departmental databases.
• Develop and manage academic communications to students regarding program requirements, deadlines, events, opportunities, and other matters affecting academic progress and student engagement.
• Coordinate outreach activities that support student recruitment, program visibility, alumni engagement, and academic community-building.
• Plan and execute departmental events, programs, and initiatives that support student engagement, academic enrichment, and program enrollment.
• Coordinate curriculum planning and course administration for undergraduate and graduate offerings in partnership with the DUS, DGS, DMAP, Program and Communications Manager, and faculty leadership.
• Assess course demand, enrollment patterns, instructional needs, classroom capacity, and scheduling constraints to support effective academic planning and timely course delivery.
• Manage the development and coordination of course schedules and classroom assignments, resolving scheduling conflicts and recommending adjustments to meet programmatic and student needs.
• Analyze academic, enrollment, and program data to support planning, assessment, and decision-making by the Chair, DAAF, DUS, DGS, DMAP, and faculty committees.
• Prepare reports, summaries, and analyses related to enrollment trends, course offerings, student progress, program participation, and other academic indicators.
• Coordinate administrative planning for the department's weekly research seminar and related academic programming, including speaker coordination, travel planning, honoraria, reimbursements, and event logistics.
• Partner with faculty and administrative leadership to identify opportunities to improve academic processes, student services, and program operations.
• Coordinate the recruitment, appointment, onboarding, scheduling, and administrative oversight of Teaching Assistants for E3B courses.
• Serve as a liaison among faculty, students, the DAAF, and University offices to ensure TA assignments are coordinated in accordance with instructional needs, academic timelines, and applicable policies.
• Identify and resolve administrative issues related to TA assignments, student employment, course support, and instructional continuity.
• Hire, train, assign, and supervise work-study students and student employees providing administrative and program support.
• Establish work priorities, monitor performance, provide guidance, and ensure student employees support departmental and academic program needs effectively.
• Manage the academic and operational infrastructure supporting undergraduate and graduate instruction on the Morningside campus, including departmental administrative offices, classrooms, instructional laboratories, teaching resources, and academic program spaces.
• Exercise independent judgment in resolving operational issues that affect instructional delivery, student services, or departmental academic operations.
• Oversee the operational functionality, safety, access, and readiness of departmental offices, classrooms, instructional laboratories, and student-facing spaces.
• Serve as the primary on-site administrative resource for Morningside-based academic operations during business hours, assessing issues, coordinating responses, and escalating matters as needed.
• Manage instructional supplies, equipment, teaching resources, and classroom support needs; evaluate inventory, anticipate operational requirements, and coordinate timely procurement or maintenance.
• Coordinate with Columbia Facilities, CUIT, and other University partners on repairs, maintenance, access, classroom technology, and space-related projects affecting academic operations.
• Oversee vehicles used for field courses, including coordination, access, parking, maintenance, and student or Teaching Assistant use, ensuring continuity of field-based instructional activity.
• Coordinate the resolution of classroom technology, electronic, audio-visual, and instructional support issues in partnership with appropriate University offices.
• Develop, document, and improve administrative processes that support academic program operations, student services, course coordination, TA administration, and instructional resource management.
• Evaluate existing workflows and recommend changes to improve efficiency, communication, compliance, and service delivery.
• Ensure academic administrative processes are completed in accordance with departmental, school, and University deadlines, policies, and standards.
• Serve as a liaison with Columbia College, Barnard College, the School of General Studies, the Graduate School of Arts and Sciences, the Registrar's Office, Columbia Facilities, CUIT, and other University partners.
• Represent the department in routine academic and operational matters with internal and external stakeholders, exercising discretion and sound judgment in communications and issue resolution.
• Maintain a high level of confidentiality, professionalism, and service orientation in all interactions with students, faculty, staff, alumni, and University partners.

Minimum Qualifications

• Bachelor's degree and 1-3 years of related experience.

Preferred Qualifications

• Prior experience in an academic environment and knowledge of University academic systems and procedures.

Other Requirements

• Excellent written, verbal, and interpersonal communication skills.
• Ability to maintain high confidentiality and professionalism with a client focus.
• Working knowledge of enterprise Financial and Human Resources Information Systems, Microsoft Office, and relational databases.
• Strong multi-tasking, prioritization, and organization skills.
• Attention to detail, research, critical thinking, analytical, and problem-solving skills.
• Self-starter, a fast learner who can work independently under limited supervision.
• Ability to navigate and work well in an interactive team environment.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.