Academic Administration & Operations Manager

Illinois College Of Optometry•Chicago, IL

5d•Hybrid

About The Position

The Manager, Academic Administration & Operations, oversees the daily operations of the Office of Academic Administration, supporting academic leadership, faculty processes, and student academic operations. This role supervises administrative staff and student workers, manages key academic administrative processes, and ensures efficient, professional, and compliant office operations across departments.

Requirements

Bachelor’s degree preferred; at least 5 years of relevant administrative, academic operations, or higher education experience required
Experience supervising staff or managing administrative teams preferred
Excellent interpersonal, written, and verbal communication skills; able to interact effectively with senior leaders, faculty, staff, and students
Demonstrated ability to maintain professionalism and confidentiality in compliance with FERPA and other regulatory requirements
Strong organizational and project management skills with the ability to prioritize competing demands
Experience in problem-solving and operational decision-making in an academic or higher-education environment
High attention to detail and accuracy in all work
Proficiency in Microsoft Office, including Excel
Comfortable using student information systems and office productivity tools
Ability to work independently and as part of a team
Ability to manage deadlines and multiple priorities in a dynamic environment
Reliable attendance in accordance with College policy

Responsibilities

Supervise the Academic Administration support staff and student workers, including hiring, training, and performance oversight
Ensure a professional, organized, and service-oriented office environment
Maintain department SharePoint site and office documentation
Support administrative needs of academic leadership, including the Vice President/Dean and associated staff
Coordinate department-hosted faculty, student, and resident events
Oversee student records maintenance within the Student Information System (Anthology)
Manage high-risk or compliance-sensitive processes, including SEVIS updates, I-20 documentation, and licensure applications
Develop and manage student schedules for didactic and patient care programs
Prepare Student Promotion Committee reports and related communications
Respond to Registrar’s Office inquiries
Maintain and coordinate faculty schedules and assessments
Assist with faculty credentialing and privileging in collaboration with the Chief of Staff
Oversee faculty administrative processes, including travel reimbursements and continuing education documentation (tasks can be supported by Coordinator)
Support academic leadership in other faculty-related administrative tasks
Coordinate course examination processes
Proctor exams as needed, including occasional evenings or weekends
Obtain and maintain Notary Public commission in Illinois (supported by the College)
Perform other duties as assigned

Benefits

Comprehensive, affordable health insurance options including medical, dental, prescription, and vision benefits, for every full-time employee
403(b) Retirement Plan that pays 12% of an employee's salary with no match required (After one year of service)
Generous PTO (pro-rated your first year)
14 paid company holidays per year
Additional sick days that can be carried over (limits apply)
Public Service Loan Forgiveness (PSLF) authorized employer
Tuition Reimbursement (up to IRS guidelines)
On-site gym, fitness, and exercise facility with an on-site fitness professional
On-site secured parking available for a fee
On-Campus Flu Vaccinations