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Job Title: Academic Operations CoordinatorDepartment: College Operations

SUMMARY: The role provides critical administrative, operational, and logistical support for the College’s academic programs, faculty, and students. The position supports academic scheduling, faculty communications, policy implementation, and academic documentation processes. This position also ensures that academic operations run efficiently and consistently, fostering a high-quality experience for faculty and students while supporting the College’s academic excellence and institutional priorities.

RESPONSIBILITIES:

Academic and Faculty Support

+ Coordinate academic scheduling, room assignments, and classroom logistics with the Registrar and Program Directors.

+ Assist with onboarding, scheduling, and communications for full-time and adjunct faculty.

+ Provide administrative support for faculty and academic committee meetings, including agenda preparation, accurate minute-taking, and action item tracking.

+ Manage textbook adoption and ordering processes; maintain inventory and distribution of course materials.

+ Manage ATI orders and student counts by cohort, ensuring alignment with course sequencing, accurate billing, and timely access to ATI learning resources.

+ Maintain faculty credential files and supporting documentation by institutional and programmatic accreditation standards (e.g., CVs, transcripts, licensure, and evaluation records).

Student and Program Operations

+ Assist in coordinating tutoring, remediation, academic standing communications, and other student academic support processes.

+ Maintain updated syllabi archives, student handbooks, and academic calendars.

+ Serve as a liaison between faculty and student-facing departments for academic policy questions, course issues, and scheduling adjustments.

+ Support communication of academic deadlines, policy updates, and important dates to students and faculty.

+ Partner with the Registrar to coordinate and publish the Dean’s List and support honor society activities, including communications and event logistics.

+ Collaborate with the Student Engagement and Events Manager to support academic-related components of campus-wide events such as orientation, recognition ceremonies, and commencement.

Data, Reporting, and Compliance

+ Compile academic data and support preparing internal reports, dashboards, and accreditation submissions.

+ Track faculty teaching loads and instructional hours by academic workload policies.

+ Maintain accurate curriculum and program records to support audits, reviews, and compliance requirements.

+ Assist with documentation related to program development, curriculum approvals, and governance decisions.

Administrative and Clerical Support

+ Maintain the Academic Affairs office supplies and manage purchase orders and inventory.

+ Provide general clerical support, including copying, scanning, and organizing documents for faculty and administrative use.

+ Schedule meetings, manage calendars, and coordinate logistics for academic events and Provost-led meetings.

+ Maintain shared drives and institutional repositories of academic files, policies, and operational documents.

Facilities & Technology Support

+ Coordinate small-scale classroom or office setup requests, including furniture, AV equipment, and IT ticket submissions in partnership with the Desktop Support Specialist and Director of Academic Operations.

+ Track faculty and program technology needs and escalate facility or equipment issues .

+ Maintain inventory logs for academic equipment (e.g., projectors, document cameras, classroom technology) and support the Director in resource planning.

Regulatory & Accreditation Support

+ Assist in collecting and maintaining documentation required for regulatory and accreditation compliance related to classroom operations, instructional hours, and faculty qualifications.

+ Support preparing academic documentation or physical space evidence during accreditation site visits or audits.

+ Event & Logistics Support.

+ Partner with the Student Engagement and Events Manager to coordinate academic operations (room setup, materials, signage) for major institutional events (e.g., orientation, career fairs, commencement).

+ Manage academic space reservations and classroom calendar systems in alignment with operational needs.

Emergency Preparedness & Safety Support

+ Support communication and logistical coordination for campus safety drills, alerts, and emergency preparedness plans.

+ Maintain printed and digital records of safety protocols and evacuation plans for classrooms and academic offices.

Purchasing & Vendor Coordination

+ Track supply needs for Academic Affairs (e.g., classroom supplies, textbooks, instructional tools) and assist in processing purchase requests in coordination with the Director.

+ Communicate with vendors for academic purchases when delegated, ensuring accurate delivery and documentation.

REQUIRED QUALIFICATIONS:

+ Associate’s Degree required.

+ A minimum of 2 years of experience in academic or administrative support required.

PREFERRED QUALIFICATIONS:

+ Bachelor’s degree preferred.

+ Experience in higher education or healthcare education preferred.

+ Proficiency in Microsoft Office Suite.

+ Familiarity with student information and learning management systems.

+ Strong organizational skills with exceptional attention to detail.

+ Excellent written and verbal communication abilities.

+ Ability to maintain confidentiality and work with sensitive academic and personnel records.

+ Demonstrated professionalism, initiative, and adaptability in a fast-paced academic environment.

EDUCATION:

LICENSES / CERTIFICATIONS:

PHYSICAL REQUIREMENTS:

S - Sedentary Work - Exerting up to 10 pounds of force occasionally Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

For disease specific care programs refer to the program specific requirements of the department for further specifications on experience and educational expectations, including continuing education requirements.

Any physical requirements reported by a prospective employee and/or employee’s physician or delegate will be considered for accommodations.

PAY RANGE:

$60,500.00 - $70,000.00

CITY:

Rochester

POSTAL CODE:

14622

The listed base pay range is a good faith representation of current potential base pay for a successful full time applicant. It may be modified in the future and eligible for additional pay components. Pay is determined by factors including experience, relevant qualifications, specialty, internal equity, location, and contracts.

Rochester Regional Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, predisposing genetic characteristics, marital or familial status, military or veteran status, citizenship or immigration status, or any other characteristic protected by federal, state, or local law.