Academic Operations Coordinator (College of Sciences and General Studies Department)

The posting

Job Description

*** This position is fully on-site in Memphis, TN ***

Job Summary:

The Academic Operations Coordinator is responsible for supporting the administrative and operational functions of the College of Sciences and General Studies Department. The Academic Operations Coordinator is responsible for managing day-to-day departmental operations, including scheduling, record-keeping, event coordination, and communications. This role requires a high degree of organizational acumen, attention to detail, and the ability to manage multiple priorities within a fast-paced academic environment. The coordinator also plays a vital role in assisting to facilitate committee meetings, and preparing reports and correspondence for leadership. This position reports to the Dean of the College of Sciences and General Studies and may supervise student workers or administrative support staff. Responsible for 1 shift, 8 hours/day, 5 days/week. Incumbents are subject to hours beyond the normal workday.

Job Responsibilities:

1. Provides direction and leadership to administrative and operation functions, applying strong organizational skills, time management, effective oral and written communication, and strict adherence to confidentiality standards.
2. Manages front desk operations with professionalism, overseeing secretarial and telephone support, purchasing, inventory control, and office supply management to enhance the efficiency and quality of all assigned areas.
3. Assist with departmental payroll, time-off tracking, and student evaluations of instruction while maintaining records security and ensuring accurate, up-to-date Outlook calendar management in accordance with institutional regulations.
4. Serves as a primary liaison between faculty and staff, distributing resources based on identified needs and fostering clear, consistent communication across the department.
5. Plans and coordinates meetings and events by securing meeting space, managing budgets, arranging catering, developing agendas, sending reminders, and collaborating with external parties as needed.
6. Maintains department files and records in an organized, accessible, and current condition to ensure confidentiality, regulatory compliance, and uninterrupted workflow.
7. Facilitates adherence to University, college, and departmental policies and procedures, as well as applicable external regulatory requirements.
8. Prepares expense reports, monitors departmental budgets, and processes invoices and purchase orders for vendors in a timely and accurate manner.
9. Performs related accountabilities/responsibilities as required or directed.

Minimum Qualifications:

• Bachelors Degree or equivalent experience
• Two (2) years of experience in an academic or other relevant office setting.
• Proficiency in confidential records maintenance, word processing, data entry, and expertise in use of computers and general office equipment.

Desired Qualifications:

• Bachelors Degree or equivalent, plus five (5) years of operations experience in an academic or other appropriate office setting.
• Advanced organizational and communication skills, with the ability to collect, analyze, and interpret student, personnel, and financial data in order to identify trends and provide informed recommendations that enhance operational efficiency.