Academic Operations Coordinator

Academic Operations Coordinator

The Academic Operations Coordinator provides administrative support to the Office of Academic Affairs by managing communications, maintaining critical faculty and university databases, coordinating administrative processes, and supporting institutional operations.

Duties and Responsibilities

Manage the workflow of documents and requests including login and logout of documents, appropriate routing of documents/items, resolving questions and missing items prior to distribution, and ensuring completion of the workflow documents.

Work within university systems to provide Academic Affairs support for responsibilities such as the Faculty Activities Database, Faculty/Staff accuracy on the Web and Rosters, ListServ rosters, absence requests for University-sponsored events, Indirect Cost reporting and distribution, etc.

Monitor and maintain up-to-date Academic Affairs related web content.

Coordinate and provide support for significant faculty-related processes such as Professorships/Chairs, Tenure and Promotion, ULM Evaluation System, Awards of Excellence, etc.

Manage processes around Faculty and Staff Committees such as ensuring web/Teams pages are up-to-date, communications as needed, collection and processing of year-end reports, and processing of minutes that need Provost/VPAA approval.

Serve as responsible person for property control requirements for the Office of Academic Affairs as well as coordinate and review property control reporting for other AA units.

Assist with routine travel documents not related to Provost & VPAA or Associate VPAA travel.

Providing coverage for the main phone line, reception desk, and general office email account to ensure effective communication and customer service as needed.

Coordinating meetings, special events, room reservations, office set-ups, and related logistical arrangements.

Assist with special projects and other duties as assigned.

Minimum Qualifications

Bachelor's degree expected. Other degrees, combined with demonstrated evidence of administrative experience, or significant years of senior leadership administrative experience, may be considered.

Experience in a higher education environment is preferred.

Demonstrated ability to work effectively with faculty, staff, students, and individuals from diverse backgrounds.

Strong organizational and time-management skills with the ability to prioritize multiple tasks and meet deadlines.

Exceptional verbal, written, and interpersonal communication skills. Commitment to confidentiality and professionalism in all aspects of the position.

Professional appearance, manner and demeanor.

Proficiency in Microsoft Word, Excel, Teams, OneDrive, and Outlook, with the ability and willingness to learn new software systems and adapt to evolving technologies and processes.

Ability to work independently, with minimal supervision while maintaining accuracy and efficiency.

Demonstrated teamwork skills and a willingness to assist colleagues and contribute to success of the Office of Academic Affairs.

Benefits

Employees are eligible for a full benefits package (health, dental, vision, life, retirement, leave, etc.) ULM offers a wide range of employee benefits. Read here for more information regarding benefits.