Job Type: Staff
Job Status: Full-time
Date Posted: 10/08/2021
Desired fill date: Open until filled
Reports to: Deans
Supervision required: No
The Academic Operations (AO) Curriculum Coordinator/Specialist is a critical member of the AO team whose main focus is to support the Deans, Program Leaders, and Administrative Departments' to operationalize the cross-college curriculum planning process. This is done by coordinating the administrative processes of curriculum development, documenting, building, and publishing offerings in preparation for each enrollment period, and maintaining current and future years’ planning documents. This position works with the Registrar’s office to ensure the academic databases (PowerCampus) and (DigitalImageNow) are accurate in terms of status and completion of degree requirements. This role may also support the Events Director in coordinating program residencies and other virtual or in-person academic events, and other AO responsibilities as needed.
- Coordinates participation in planning processes with Faculty, Deans, Registrar and Advising to assure alignment, integrity, and efficiency in the course schedule and two-year curriculum;
- Provides high-level customer service and problem-solving assistance to Program Leaders, Coordinators, Deans, and Staff in regards to building and revising annual class schedule and Curriculum Committee processes and timelines;
- Attends Steering Committee and Academic Council meetings as the official recorder; independently record the minutes of each meeting with accuracy; independently create and distribute meeting agendas by the established deadlines; create the annual Steering Committee calendar in cooperation with the Deans;
- Coordinates all aspects of course scheduling, building, and publishing across departments, cross-college:
- Works with Dean(s) and appropriate faculty directors to confirm upcoming course scheduling including course title, number, descriptions, fees, resources, room scheduling, for each term
- Prepares and builds the course schedule for publication by the registrar’s office
- Works with Dean(s) and appropriate faculty leadership to prepare and maintain course offering plans (Two-year plans) for future years for all programs;
- Receive and research requests related to historical Steering Committee and Academic Council documents, including syllabi, course masters, meeting minutes, course cancellation, etc.; work independently to gather the necessary information using various software, databases and online resources;
- Monitor and maintain the Steering Committee LMS shell and the Steering Committee shared folder on the S drive and/or Google drives;
- Provides various reports for stakeholders as needed, i.e. Crystal, etc.;
- Maintains current process documentation for position:
- Manages process improvement efforts for course planning and management
- Supports process improvement efforts across the Registrar’s Office processes
- Participates in cross-functional training and serves as a backup for other Registrar positions;
- Review the catalog and subsequent addenda for accuracy prior to the College's annual catalog publication;
- Cross trains with other members of the Academic Operations office in order to ensure efficiency, and task completion and continuity;
- Available for occasional work outside of normal business hours;
- Perform other duties as assigned.
Skills & Abilities:
- Attendance/Punctuality: Is consistently at work and on time; ensure work responsibilities are covered when absent; arrive at meetings and appointments on time;
- Computer Skills: Superior skills in Microsoft Office Suite and Adobe Acrobat; operate personal computer with a high-level understanding of application software; ability to learn office and College-specific software;
- Critical Thinking: Is able to think clearly, rationally, and creatively about a situation, issue, or problem; ability to understand the connection between ideas and/or processes; engage in independent thinking and have the ability to ask clarifying questions when there is doubt or uncertainty around a request or work project;
- Customer Service Skills: Manage difficult or emotional customer situations; respond promptly to customer needs; solicit customer feedback to improve service; respond to requests for service and assistance; meet commitments;
- Interpersonal Skills: Focus on solving conflict, not blaming; maintain confidentiality; listen to others without interrupting; keep emotions under control; remain open to others' ideas and try new things;
- Oral Communication: Ability to speak clearly and persuasively in positive or negative situations; listen and get clarification; respond well to questions; demonstrate group presentation skills; participate in meetings;
- Problem Solving Skills: Identify and resolve problems in a timely manner; gather and analyze information skillfully; develop alternative solutions; work well in group problem solving situations; use reason even when dealing with emotional topics;
- Professionalism: Ability to approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; accept responsibility for own actions; follow through on commitments;
- Quality: Demonstrate accuracy and thoroughness; look for ways to improve and promote quality; apply feedback to improve performance; monitor own work to ensure quality;
- Written Communication: Write clearly and informatively; edit work for spelling and grammar; vary writing style to meet needs; present numerical data effectively; able to read and interpret written information.
Education and Experience
- Bachelor’s degree from an institutionally accredited college or university; alternatively, additional years of equivalent work experience will be considered
- Experience working in an office setting or an academic environment; preferably higher ed. environment
- 2 years of experience working in customer services
- Proficiency in with creating and managing with databases
- Experience scheduling multiple classrooms, meeting rooms or simultaneous events.
- Experience leading and executing multiple simultaneous projects, set priorities, track progress and meet deadlines.
- Working knowledge of higher education software, including learning management systems software, workflow software, relational database software, and ERP Systems.