Job Details

About Utica University:

Located in the heart of Central New York, Utica University is a comprehensive, independent, private institution founded in 1946 as Utica College. We offer many of the advantages of a large university, such as undergraduate and graduate degree options, excellent academic programs, and outstanding faculty, but with an intimacy and a high degree of personal attention more closely associated with smaller private institutions.

We empower learners to achieve their career and life goals through personally enriching experiences and outstanding educational pathways.

At Utica University, we are committed to creating a working and learning environment where all people feel supported.

Following our institutional values, we work to support diverse perspectives, backgrounds, and experiences in an equitable, respectful, and inclusive environment, while promoting freedom of expression and encouraging civil discourse.

Position Summary:

The Academic Operations Manager is responsible for managing and optimizing academic and administrative processes within the school. This exempt-level role exercises independent judgment and discretion in coordinating academic operations, supporting faculty and leadership, and ensuring efficient delivery of academic programs and student services.

The position serves as a key operational partner, helping to align day-to-day activities with institutional priorities and academic goals.

Responsibilities:

Academic Operations & Program Coordination

Coordinate academic scheduling, course offerings, and registration processes
Monitor course enrollments and assist with capacity planning and adjustments
Support curriculum management processes, including updates, approvals, and catalog maintenance
Assist with academic program planning and implementation

Operational Management

Analyze and improve administrative workflows to enhance efficiency and service delivery
Develop and maintain operational procedures and documentation
Coordinate cross-functional activities with registrar, advising, and other campus offices
Track and report on key academic and operational metrics
Assist with new and adjunct hires
Create/Maintain school budgets, including requisitions/purchases
Deans schedule
Support the faculty and student operations coordinators as needed
Supervise work-study-students and graduate assistants
Address and direct incoming communication
Support the student services operations coordinator as needed.

Faculty & Leadership Support

Provide operational and administrative support to faculty and academic leadership
Coordinate faculty workload data, contracts, and teaching assignments
Assist with preparation of reports, presentations, and accreditation materials
Support strategic initiatives and special projects

Faculty Support & Services

Serve as a resource for faculty regarding academic processes and policies.
Coordinate with Academic Affairs and faculty on contractual items including: reappointment, promotion, tenure, sabbaticals, Faculty Resource Committee applications, non-tenure eligible renewal letters and annual evaluations.
Create/maintain faculty files and collect SOPAs and CVs and collect syllabi.
Track FLAC/faculty load, overload contracts, NTT credits
Assist with new and adjunct hires

Student Support & Services

Serve as a resource for students regarding academic processes and policies
Assist with issue resolution related to scheduling, registration, and program requirements
Coordinate communications to students regarding academic updates and deadlines
Create/maintain student files including: adjustments to academic degree requirements (ADRs),and assigning/changing majors, minors, and advisors
Facilitate program-specific communications to students

Data Management & Compliance

Maintain accurate academic records and databases in compliance with Family Educational Rights and Privacy Act(FERPA)
Generate reports for internal and external stakeholders
Support accreditation, assessment, and regulatory compliance efforts

Event & Project Coordination

Coordinate academic events such as orientations, faculty meetings, and program-related activities across all three Academic Schools
Manage logistics including scheduling, materials, and communications
Lead or support process improvement and operational projects

Requirements:

Education and Experience:

Bachelor's degree or equivalent combination of education and experience
3-5 years of experience in academic administration, operations, or a related field
Experience in a higher education environment, preferred
Familiarity with student information systems (e.g., Banner, PeopleSoft, or similar), preferred
Experience with data analysis, reporting, or process improvement initiatives, preferred

Skills/Abilities:

Strong organizational, analytical, and problem-solving skills
Excellent communication and interpersonal abilities
Demonstrated ability to manage multiple priorities and deadlines
Proficiency with Microsoft Office and database or enterprise systems