Academic Operations Coordinator

Alabama State University; Montgomery (AL); On-site; USD 42,000 - 56,000; Full time

Job summary

Alabama State University, Academic Affairs, invites applications for the Academic Operations Coordinator position. The role provides administrative and operational support to the Office of Academic Affairs, serving as a primary contact for faculty, staff, students, and external stakeholders.

Responsibilities include calendar management, meeting coordination, travel arrangements, records management, event planning, and preparing reports and communications, all while upholding discretion and

Qualifications

• Bachelor's degree required with excellent organizational, communication, and customer service skills.
• Proficiency in Microsoft Office Suite and ability to handle confidential information with discretion.
• Strong attention to detail and ability to manage multiple priorities simultaneously.

Responsibilities

• Provide administrative support including calendar management, scheduling meetings, and coordinating appointments.
• Prepare correspondence, reports, presentations, meeting agendas, minutes, and other official documents.
• Screen and respond to telephone calls, emails, and inquiries, directing matters to appropriate personnel as needed.
• Maintain confidential files, records, and documents in accordance with university policies and procedures.
• Coordinate travel arrangements, reimbursements, and expense documentation.
• Manage daily office operations and ensure efficient information flow within the department.
• Coordinate preparation and submission of departmental reports and required documentation.
• Assist with planning and coordinating workshops, leadership programs, training sessions, meetings, and special events.
• Coordinate event logistics including facility reservations, registration, materials preparation, catering, and participant communications.
• Maintain participant records and attendance data for programs and events.
• Support marketing and communication efforts related to academic enhancement and leadership development initiatives.
• Draft and distribute communications and informational materials.
• Maintain accurate records and databases related to departmental activities and programs.
• Compile data and assist in preparing reports, presentations, and assessment documentation.
• Generate routine reports and maintain tracking systems for departmental initiatives.

Skills

Organizational skills

Communication

Customer service

Multitasking

Attention to detail

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Database management systems

Job description

Alabama State University, Academic Affairs, invites application for the position of Academic Operations Coordinator. The Academic Operations Coordinator provides comprehensive administrative and operational support to the Office of Academic Affairs. This position serves as an academic assistant for office operations, communications, scheduling, records management, and special projects and while supporting initiatives that enhance student success, academic achievement, and leadership development. The Academic Operations Coordinator functions as a key point of contact for faculty, staff, students, and external stakeholders and ensures the efficient operation of the office.

Duties and Responsibilities:

• Provide administrative support to including managing calendars, scheduling meetings, and coordinating appointments.

• Prepare correspondence, reports, presentations, meeting agendas, minutes, and other official documents.

• Screen and respond to telephone calls, emails, and inquiries, directing matters to appropriate personnel as needed.

• Maintain confidential files, records, and documents in accordance with university policies and procedures.

• Coordinate travel arrangements, reimbursements, and expense documentation.

• Manage daily office operations and ensure the efficient flow of information within the department.

• Monitor office supplies, equipment, and purchasing requests.

• Coordinate the preparation and submission of departmental reports and required documentation.

• Assist with planning and coordinating workshops, leadership programs, training sessions, meetings, and special events.

• Coordinate event logistics, including facility reservations, registration, materials preparation, catering requests, and participant communications.

• Maintain participant records and attendance data for programs and events.

• Support marketing and communication efforts related to academic enhancement and leadership development initiatives.

• Draft and distribute communications and informational materials.

• Maintain accurate records and databases related to departmental activities and programs.

• Compile data and assist in preparing reports, presentations, and assessment documentation.

• Generate routine reports and maintain tracking systems for departmental initiatives.

Bachelor's degree, excellent organizational, communication, and customer service skills; proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and database management systems; be able to handle confidential information with discretion and professionalism; have strong attention to details and the ability to manage multiple priorities simultaneously.

Preferred Qualifications

• Experience working in higher education, academic affairs.
• Experience supporting executive-level administrators.
• Knowledge of university policies, procedures, and administrative operations.
• Experience coordinating events, meetings, and special projects.

Knowledge, Skills, and Abilities

• Strong administrative and organizational skills.
• Strong written and verbal communication abilities.
• Meeting and event coordination.
• Ability to work independently and collaboratively.
• Professional judgment and discretion in handling sensitive information.

EEOC STATEMENT

It is the policy of Alabama State University to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.

SUPPLEMENTAL INFORMATION

Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

Federal law requires identity and employment eligibility verification on Form I-9 within three (3) business days of employment.

All positions require the passing of a background check and some the passing of a drug screen.