Academic Operations & Scheduling Specialist

Primary Accountabilities:

Coordinates curriculum, scheduling, faculty operations, and accreditation support to optimize academic delivery and support institutional effectiveness.

Primary Responsibilities:

• Maintains and updates curriculum and program data across institutional and third-party systems, ensuring alignment with approved curriculum, catalog requirements, and academic processes.
   
• Leads academic scheduling operations, including term builds, course offerings, and room utilization, coordinating closely with academic leadership, faculty, and student services.
   
• Develops and manages faculty workload assignments, resource coordination, program planning, and lab/course delivery needs.
   
• Supports the Chief Academic Officer in report completion (Perkins, outcomes, etc.) and with faculty operations, including professional development coordination, learning outcomes tracking, and implementation of academic best practices.
   
• Manage curriculum updates and entries into external reporting sites for state (KBOR), federal (Perkins V), and accreditation (Higher Learning Commission) compliance, ensuring timely and accurate submission.
   
• Communicates and reinforces academic policies, procedures and provides training on registration systems and student-facing tools
   
• Serves as the operational liaison between Academic Affairs, Student Services, Institutional Research, and external partners to ensure alignment in scheduling, data flow, and student success initiatives.
   
• Supports institutional operations and process implementation, including technology enhancements, academic calendar execution, and contingency planning (e.g., inclement weather).
   
• Develops and maintains faculty workload models and tracking tools and coordinates adjunct hiring and onboarding workflows.

Qualifications

• Bachelor’s degree required in business administration, education, higher education administration, or a related field; Master’s degree preferred.
   
• Minimum of 5 years of experience in higher education, including at least 3 years in academic scheduling, curriculum management, or administrative assistant roles; technical or community college experience strongly preferred.
   
• Working knowledge of compliance requirements including FERPA, accreditation standards, and state reporting expectations (e.g., Kansas Board of Regents).
   
• Experience with student information systems such as Jenzabar and familiarity with learning management systems and reporting tools.
   
• Strong analytical and problem-solving skills with the ability to interpret data, identify trends, and support data-informed decision-making.
   
• Excellent communication and organizational skills, including the ability to interpret policy, train users, and manage multiple priorities in a deadline-driven environment.
   
• Ability to work independently and collaboratively with diverse stakeholders while exercising sound judgment, professionalism, and confidentiality.

Physical Demands

• Ability to sit or stand for extended periods of time.
   
• Ability to read screens and print materials, and communicate effectively via email, in-person and on the phone.
   
• Ability to lift and move supplies up to twenty-five (25) lbs.
   
• Ability to work occasional evenings and attend events as required.

Work Environment

• Professional and deadline-oriented educational environment.

• Frequent interactions with students, faculty, staff, clinical partners and community members.