Position Summary:

The Academic Operations Manager is responsible for managing and optimizing academic and administrative processes within the school. This exempt-level role exercises independent judgment and discretion in coordinating academic operations, supporting faculty and leadership, and ensuring efficient delivery of academic programs and student services.

The position serves as a key operational partner, helping to align day-to-day activities with institutional priorities and academic goals.

Responsibilities:

Academic Operations & Program Coordination

• Coordinate academic scheduling, course offerings, and registration processes
• Monitor course enrollments and assist with capacity planning and adjustments
• Support curriculum management processes, including updates, approvals, and catalog maintenance
• Assist with academic program planning and implementation

Operational Management

• Analyze and improve administrative workflows to enhance efficiency and service delivery
• Develop and maintain operational procedures and documentation
• Coordinate cross-functional activities with registrar, advising, and other campus offices
• Track and report on key academic and operational metrics
• Assist with new and adjunct hires
• Create/Maintain school budgets, including requisitions/purchases
• Deans schedule 
• Support the faculty and student operations coordinators as needed
• Supervise work-study-students and graduate assistants
• Address and direct incoming communication
• Support the student services operations coordinator as needed.

Faculty & Leadership Support

• Provide operational and administrative support to faculty and academic leadership
• Coordinate faculty workload data, contracts, and teaching assignments
• Assist with preparation of reports, presentations, and accreditation materials
• Support strategic initiatives and special projects

Faculty Support & Services

• Serve as a resource for faculty regarding academic processes and policies.
• Coordinate with Academic Affairs and faculty on contractual items including: reappointment, promotion, tenure, sabbaticals, Faculty Resource Committee applications, non-tenure eligible renewal letters and annual evaluations.
• Create/maintain faculty files and collect SOPAs and CVs and collect syllabi.
• Track FLAC/faculty load, overload contracts, NTT credits
• Assist with new and adjunct hires

Student Support & Services

• Serve as a resource for students regarding academic processes and policies
• Assist with issue resolution related to scheduling, registration, and program requirements
• Coordinate communications to students regarding academic updates and deadlines
• Create/maintain student files including: adjustments to academic degree requirements (ADRs),and  assigning/changing majors, minors, and advisors
• Facilitate program-specific communications to students

Data Management & Compliance

• Maintain accurate academic records and databases in compliance with Family Educational Rights and Privacy Act(FERPA)
• Generate reports for internal and external stakeholders
• Support accreditation, assessment, and regulatory compliance efforts

Event & Project Coordination

• Coordinate academic events such as orientations, faculty meetings, and program-related activities across all three Academic Schools
• Manage logistics including scheduling, materials, and communications
• Lead or support process improvement and operational projects

Education and Experience:

• Bachelor's degree or equivalent combination of education and experience
• 3-5 years of experience in academic administration, operations, or a related field
• Experience in a higher education environment, preferred 
• Familiarity with student information systems (e.g., Banner, PeopleSoft, or similar), preferred 
• Experience with data analysis, reporting, or process improvement initiatives, preferred 

Skills/Abilities:

• Strong organizational, analytical, and problem-solving skills
• Excellent communication and interpersonal abilities
• Demonstrated ability to manage multiple priorities and deadlines
• Proficiency with Microsoft Office and database or enterprise systems

Visa sponsorship is not available for this position  
 
EEO/AA Statement
 
Utica University is committed to affirmative action, equal opportunity, and creating a welcoming work environment for all employees. All qualified applicants will receive consideration for employment without regard to veteran status, disability, citizenship status, domestic violence victim status, or protected status under applicable local, state, or federal law.  
 
Commitment to Supporting and Hiring Veterans

Utica University is a comprehensive, independent, private institution founded in 1946 to offer options for higher education study to veterans returning from the Second World War. More than seventy years since veterans returned from WWII, this tradition of serving veterans is still held in high regard here at Utica University, and we are proud to welcome veterans as students and as valued members of our faculty and professional staff.

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About Utica University

Founded in 1946, Utica University is a private comprehensive institution distinguished for its integration of liberal and professional study. Our dedicated faculty and staff have built a tradition of excellence in teaching and learning with particular emphasis on providing individual attention to students. The University enrolls approximately 3,700 students – approximately 2,700 undergraduates and 1,000 graduate students. A city of approximately 60,000, Utica is located at the foothills of the Adirondack Mountains in the Mohawk Valley region of upstate New York. The area offers easy access to a broad variety of cultural attractions, including the historic Stanley Performing Arts Center and renowned Munson Williams Proctor Arts Institute, as well as four-season recreation.

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