Academic Affairs Coordinator

Job Description

Job Description

Job Summary

In alignment with CIM’s Mission, Vision and Institutional Learning Goals, the Academic Affairs Coordinator provides operational leadership within the Office of Academic Affairs, whose purpose is to support CIM’s highly talented and ambitious students in achieving academic and artistic excellence. The Academic Affairs Coordinator holds primary responsibility for Conservatory‑level academic processes, working in close coordination with and occasionally providing assistance for Academy and Public Programs operations.

Primary Duties and Responsibilities

• Academic integrity, standards, and compliance

• Oversee academic standards and compliance requirements, including monitoring course syllabi for timely submission and adherence to institutional policies.
• Support accreditation and internal review processes through documentation management, data collection, and coordination across departments.
• Maintain accuracy and consistency of institutional academic records, forms, and documentation.

• Faculty lifecycle and governance

• Support the Faculty Relations Manager in facilitating faculty lifecycle processes, including faculty evaluations, activity reports, teaching observations, course evaluations, and credentialing files.
• Coordinate academic governance activities, including committee agendas, materials, minutes, and follow‑up actions.

• Academic calendar and milestone execution

• Coordinate key academic cycle milestones, including juries, end‑of‑term processes, Convocation, Commencement, and guest/substitute faculty activities.
• Support academic events, masterclasses, and special projects aligned with the academic calendar.
• Execute and track recurring Academic Affairs deadlines to ensure timely completion and institutional alignment.

• Executive and cross‑department coordination

• Serve as a key operational partner to the Vice President for Academic Affairs & Dean of the Institute by managing workflows, communications, and academic deliverables, and occasional scheduling and hospitality needs to support the VP.
• Coordinate Academic Affairs deliverables in collaboration with the Academy and Public Programs Coordinator and other institutional partners to ensure continuity and shared standards.
• Exercise independent judgment in prioritizing academic operations, resolving issues, and escalating matters appropriately.

• Administrative logistics

• Maintain Academic Affairs calendars, schedules, correspondence, and digital resources to support efficient academic operations.
• Manage Academic Affairs forms, templates, and internal web resources.
• Monitor assigned budgets and process routine expenditures, reimbursements, and travel related to Academic Affairs operations.
• Serve as office manager and first point of contact for the Office of Academic Affairs.
• Other academic operations responsibilities aligned with institutional priorities and the academic calendar.

Education, Experience and Qualifications

Qualifications

• Bachelor's degree with a focus in arts administration, business management, or music with proven experience in administrative support
• Significant experience working in classical music and/or education is advantageous.
• Must possess some database management skills
• Proficient use of Microsoft Office 365 products
• Strong communication skills and interpersonal skills required; a customer-service mindset in serving internal stakeholders, including students and faculty

Experience

• 1–2 years administrative experience preferred

Competencies

• Confidentiality & Professional Judgment : Handles sensitive academic, faculty, and student information with discretion; maintains confidentiality, institutional integrity, and sound professional judgment at all times.
• Organization & Time Management : Effectively prioritizes and manages multiple concurrent responsibilities, deadlines, records, and academic processes with accuracy and consistency in a fast‑paced environment.
• Communication : Communicates clearly and professionally in written and verbal contexts; serves as an effective liaison among faculty, students, staff, and external partners; applies sound judgment when conveying complex or sensitive information.
• Interpersonal Effectiveness : Demonstrates diplomacy, approachability, and professionalism; builds productive, trust‑based relationships; supports faculty, students, administrators, and committees with a solutions‑oriented mindset.

Personal Attributes

• Energetic, adaptable, and able to manage shifting priorities in a dynamic environment
• Enjoys working with a wide range of people and contributing to a collaborative culture
• Works effectively both independently and as part of a team
• Demonstrates initiative, resilience, and a positive, solutions-oriented approach to challenges
• Detail-oriented and dependable, with a consistent ability to follow through on responsibilities and deadlines
• Team-oriented, with a willingness to support shared institutional goals above individual interests

Working Conditions/Physical Requirements

• Most of the work will take place sitting in an office with heavy phone and PC usage.

Direct reports

N/A

9 am - 5 pm Monday - Friday; may have to work additional hours during busy times
35 per week; eligible for overtime.