Academic Affairs Coordinator

Northeast College of Health Sciences • Seneca Falls, NY

15h • Onsite

About The Position

The Academic Affairs Coordinator provides support to the Provost and Vice President of Academic Affairs (PVPAA) in managing and coordinating office responsibilities. Under the PVPAA’s direction, the Coordinator serves as a liaison, contact, and resource on Academic Affairs matters. This is an on-site position in Seneca Falls, New York, and is not eligible for remote work. The Coordinator supervises the Academic Affairs Administrative Assistant and reports to the PVPAA.

The role supports Academic Affairs budgets, reports, evaluations, institutional planning, personnel processes, faculty appointments and renewals, faculty evaluations, overload calculations, and load balancing. It coordinates the work of academic committees and the development, approval, updating, and distribution of policies, handbooks, curriculum proposals, and related documentation. The position handles sensitive student, personnel, and institutional information with discretion, collaborates with campus departments and academic leaders, and assists with staff training and office procedures.

The position is non-exempt and scheduled Monday through Friday, 8:30 a.m. to 4:30 p.m. The stated salary range is $25.00 to $29.87 per hour.

Requirements

• Associate degree in a related field required, or an equivalent combination of education and relevant experience may be considered in lieu of the degree requirement.
• At least three years of relevant experience required.
• Proficiency in Microsoft Office applications.
• Ability to learn and effectively use new software systems and technology.
• Excellent written, oral, and communication skills.
• Ability to evaluate and prioritize workload, work independently, and accommodate frequent interruptions.
• Attention to detail and accuracy.
• Ability to exercise discretion, confidentiality, and judgment.
• Dependability demonstrated through consistent attendance, punctuality, and reliable availability during scheduled work hours.
• Familiarity with academic roles, policies, and procedures.

Nice To Haves

• Bachelor’s degree preferred.

Responsibilities

• Provide high-level staff support to the Provost and Vice President of Academic Affairs as needed.
• Handle sensitive student, personnel, and institutional information confidentially and in accordance with College policies and applicable laws.
• Serve as an information source for, assist with, carry out, and monitor special projects.
• Assist with Academic Affairs budget development and revision; monitor budgets, especially salary lines, and prepare budget transfers as needed.
• Provide budget information to academic supervisors as required.
• Assist in preparing Academic Affairs reports to the Board of Trustees.
• Assist the PVPAA with annual evaluations for direct reports.
• Coordinate annual updates to departmental overarching development plans and self-reports.
• Coordinate sensitive matters with administrative offices, academic supervisors, faculty, and staff, exercising discretion and independent judgment.
• Advise on matters involving Academic Affairs policies and procedures.
• Collaborate with Human Resources, academic supervisors, the Committee on Faculty Appointments and Promotions, Instructional Technology, and others to ensure faculty and staff hires and employment-status changes are processed.
• Track required information for Academic Affairs and Human Resources personnel files and ensure files are complete.
• Manage faculty appointment renewals with Academic Affairs deans and directors, including coordinating renewal information, obtaining PVPAA approvals, preparing and distributing appointment letters and teaching schedules, and completing annual full-time and trimester-based adjunct renewals on time.
• Coordinate faculty evaluation notifications with academic supervisors.
• Calculate and process faculty overload and track load balancing at the end of each trimester with academic supervisors.
• Organize Academic Policy Committee meetings with the committee chair; participate, take and distribute minutes, circulate items for input and faculty votes, obtain approvals, distribute approved revisions, update catalogs and the Student Guide, and monitor committee membership.
• Organize Faculty Handbook meetings with the committee chair; participate, take and distribute minutes, obtain approvals from the PVPAA, President, and Board of Trustees, update and post the handbook online, distribute revisions, and monitor membership.
• Oversee curriculum proposal submissions and Curriculum Committee approvals; obtain PVPAA and President approvals for curriculum changes, send changes for outside agency approvals, distribute approved changes, and track implementation dates.
• Coordinate, review, and update the Academic Affairs Policy and Procedure Manual; distribute and track revisions.
• Assist Academic Affairs departments with training newly hired office support staff as needed.
• Monitor changes in academic policies and procedures and recommend appropriate modifications to the PVPAA.
• Participate on committees as requested.
• Update the office procedure manual as needed.
• Perform other duties as assigned.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Health Savings Account
• Flexible Spending Account
• TIAA retirement plan with an 8% College contribution after one year of employment
• Free Employee Assistance Program counseling services

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree