Academic Operations Specialist

The Academic Operations Specialist supports the academic operations of the College of Arts and Sciences for the Office of the Dean. Working under the direction of the Associate Deans, the Specialist coordinates cross-unit processes involving admissions, the registrar, academic departments, and student-facing offices; administers and maintains the systems and documents that support new-student registration, advising, and curricular scheduling; and exercises independent judgment in prioritizing and coordinating these processes. The position also provides project support to the Associate Deans for academic and faculty programming including the Core Four initiative and the Center for Immersive and Experiential Learning Opportunities (CIELO). The Specialist serves a College-wide coordinating function within the Dean’s Office and is distinguished from department-level coordination by its cross-unit scope and its independent-judgment responsibilities.

Duties and Responsibilities:

• Coordinate the academic operations surrounding the onboarding and registration of entering students, including both first-year and transfer populations.
• Coordinate transfer student intake, including the assignment of transfer students to faculty advisors, follow-up on transcript evaluation, and coordination among admissions, the registrar, and academic departments to move admitted transfer students through advising and registration.
• Maintain accurate records and tracking of new student academic checklist items.
• Contribute to the design and implementation of revised new-student onboarding and registration processes, applying operational knowledge to support process improvement.
• Support the Associate Dean for Curricular Affairs in course enrollment monitoring and related departmental petitions and maintaining accurate records of decisions.
• Maintain curricular and advising documents and materials, including syllabus statements, advising handouts, and related catalog-adjacent materials, ensuring they are current and consistent.
• Provide coordination and logistical support for academic programming, including major/minor fair, academic open houses, the annual CIELO Symposium, and similar College events.
• Provide coordination and logistical support for faculty programming, including faculty writing retreats, professional development sessions, and related events.
• Communicate and collaborate effectively with academic departments, admissions, the registrar, student-facing offices, and other University units to support coordinated academic operations.
• Maintain the confidentiality of student records and exercise sound professional judgment in handling sensitive information.
• Engage in professional development and maintain current knowledge relevant to academic operations, registration, and advising support.
• Perform other job-related duties as reasonably assigned by the Dean or Associate Deans.

Qualifications Guidelines:

• A minimum of two (2) years of experience in a higher education setting, preferably in academic operations, registration, records, advising support, admissions, or a related student-services or academic-affairs function.
• Experience coordinating processes that involve multiple offices or stakeholders preferred.
• Excellent organizational skills and detail orientation with high accuracy.
• Ability to prioritize competing tasks, meet deadlines, and work independently with minimal supervision in a fast-paced environment with cyclical peaks and changing priorities.
• Ability to exercise independent judgment and initiative within established guidelines, and to recognize when a matter should be escalated.
• Excellent verbal and written communication skills; ability to communicate clearly and professionally with faculty, staff, students, and offices across the University.
• Ability to foster positive working relationships and to coordinate effectively across academic and administrative units.
• Proficiency with standard office software and aptitude to learn and apply student-information systems, survey/registration tools, and related technology.
• Ability to handle confidential student information with discretion and in compliance with applicable policy and law (e.g., FERPA).

Physical Requirements/Working Conditions:

• Standard office and field setting. Duties performed are in an office environment while sitting at a desk or computer workstation or in meetings. Duties are also performed in various outdoor settings, including high elevation mountains, deserts, and other potentially hazardous environments. The position requires working evenings, weekends, and some holidays.
• Incumbents regularly sit for long periods; walk short distances on a regular basis; travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 20 pounds.

Background Check: Employment is contingent upon successful completion of a criminal background check. Offers are conditional and may be rescinded if disqualifying information is found or if information was withheld or falsified.

Driver’s License: Certain positions require a valid driver’s license and enrollment in the DMV Government Employer Pull Notice Program to verify license status and driving record.

Members of Underrepresented Groups are Encouraged to Apply.

An Equal Opportunity Employer: Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. This employer is required to notify all applicants of their rights pursuant to federal employment laws.