Academic Operations Coordinator- School of Education

State of Virginia•Charlottesville, VA

36d•$28 - $32•Onsite

About The Position

The Department of Curriculum, Instruction, and Special Education (CISE) in the School of Education and Human Development at the University of Virginia is seeking a detail-oriented and service-driven Academic Operations Coordinator to join our team. This role plays a vital part in supporting faculty, staff, and students by ensuring smooth and efficient departmental operations. The Academic Operations Coordinator oversees a variety of essential functions that contribute to the daily success of the department. Responsibilities include managing office operations, coordinating schedules and meetings, and facilitating communication across units. The role also involves preparing and organizing documents, maintaining records and data systems, arranging travel, and responding to inquiries from internal and external stakeholders. By supporting these core activities, the coordinator helps advance departmental goals and fosters a collaborative, well-organized environment. We are looking for a proactive and dependable professional who thrives in a dynamic academic setting and is committed to delivering high-quality support to all members of the CISE community.

Requirements

Bachelor's degree required.
None.

Nice To Haves

Master's degree
Higher Education Administration. At least 1 year experience with Canvas, Airtable, PaymentWorks, Anthology, and university systems like SIS, Workday, UBI.

Responsibilities

Communicate regularly with the CISE Department Administrator
Facilitate daily operations of the CISE and TEd Office
Represent CISE as the initial point of contact for inquiries and guests
Maintain office supplies and educational materials to ensure academic and administrative functions operate without delay
Perform document management procedures according to UVA Records policies
Manage course enrollments across multiple programs using SmartSheet, Airtable, and SIS, in collaboration with program coordinators and the TEd Director.
Manage cohort (external school divisions) enrollment process with APO/Program Leaders - including manual student enrollment and account hold resolution.
Communicate enrollment information with faculty, staff, and students
Report and disseminate program-level information (EdS, EdD, and PhD programs) to program stakeholders on routine basis
Serve as department point of contact for the Curriculum and Program Review Committee (CPRC), ensuring timely and complete course submissions.
Communicate all procedures and deadlines to Dept Administrator, Faculty, and Staff
Liase with faculty to provide all required documentation for CPRC submission
Collaborate with CPRC Committee and/or Registrar regarding requirements for specific submissions
Monitor course enrollment thresholds; coordinate with faculty and staff to promote under-enrolled courses or open additional sections.
Manage waitlists and cancellations, ensuring clear communication with instructors and students.
Organize and support departmental events, including faculty meetings, lectures, and end of the year functions.
Coordinate logistics for on-campus and virtual visits, including travel, lodging, and agendas for visiting scholars and faculty candidates
Reserve classroom and meeting spaces using university scheduling systems.
Maintain the CISE Canvas Hub and adjunct/PhD pages, including announcements and calendar updates.
Collaborate with Marketing and Communications to update the CISE website and intranet.
Pull and analyze reports from UBI, Slate, and SIS for program tracking and strategic planning.
Track doctoral (PhD) student progress and notify advisors of students nearing program completion timelines.
Support faculty and staff regarding purchasing and reimbursement processes
Create and maintain financial how-to support for faculty and staff to remain up to date on changing processes
Maintain access to accounts
Maintain and update CISE departmental listservs for faculty, staff, and students.
Coordinate onboarding/offboarding of listserv members each academic cycle.
Manage departmental communications related to operations, academic calendar, and special events