Academic Operations Coordinator

Seton Hall University, New Jersey•South Orange, NJ

4d•Onsite

About The Position

The Academic Operations Coordinator provides comprehensive administrative, academic operations, and student-facing support for assigned departments within the College of Arts and Sciences. Reporting to the Senior Director of College Operations, this role coordinates department workflows including course scheduling support, registration and advising triage, student inquiries, faculty support, procurement, travel/reimbursement intake, budget tracking, HR/student employment processing, events, records management, and communications. The position serves as a primary liaison among department chairs, faculty, students, the Dean’s Office, and central university offices. The Academic Operations Coordinator strengthens service delivery, consistency, documentation, and operational follow-through within assigned academic departments.

Requirements

Bachelor’s degree in any natural science, Business Administration, Public Administration, Student Services, or a related field; equivalent education and directly relevant experience may be considered where appropriate.
Three to five years of progressively responsible experience in academic administration, department operations, course scheduling, advising or student services support, higher education operations, procurement/budget tracking, communications, records management, or comparable administrative work.
Demonstrated ability to support course scheduling, registration/advising triage, student and faculty service, purchasing, travel/reimbursement workflows, budget tracking, confidential records, and complex administrative processes through completion.
Ability to exercise discretion with student, personnel, and financial information and to communicate professionally with varied stakeholders.

Nice To Haves

Master’s degree in higher education administration, student affairs, public administration, business administration, education, or a related field.
Experience supporting academic departments, student records, course scheduling, advising/registration workflows, assessment or accreditation documentation, and faculty administrative operations.
Experience with Banner, Cognos, Unimarket, Formstack, Microsoft 365/SharePoint, HR systems, student records systems, procurement platforms, or comparable institutional systems.
Knowledge of FERPA, academic policy, student service escalation practices, records retention, and university procurement/travel procedures.

Responsibilities

Manage day-to-day departmental administration for assigned academic departments, including intake and triage of requests, calendar coordination, communications, records management, meeting support, policy/process guidance, and follow-through with chairs, faculty, staff, students, and Dean’s Office leadership.
Coordinate academic operations, including course scheduling support, room assignment coordination, enrollment monitoring, waitlist and registration issue triage, catalog and curriculum documentation support, grade/change forms, and maintenance of departmental academic records in collaboration with chairs and faculty.
Provide student-facing advising and registration support within established university and departmental guidelines, including responding to routine student inquiries, helping students navigate requirements and forms, coordinating referrals to faculty advisors or professional advising offices, and tracking follow-up items.
Coordinate departmental purchasing, travel/reimbursement intake, honoraria, vendor payments, budget tracking, and related documentation through university systems and in accordance with university policy.
Support departmental HR and staffing workflows, including adjunct and temporary hiring documentation, student worker planning and onboarding/offboarding coordination, timekeeping follow-up, office coverage planning, and records retention.
Prepare reports, trackers, SOPs, event/program materials, and process improvements that support departmental planning, accreditation or assessment needs, student engagement, open houses, speaker events, and broader College operational priorities.