Academic Operations Coordinator

William & Mary; United States; On-site; USD 52,000 - 78,000; Full time

Job summary

William & Mary's School of Computing, Data Sciences & Physics seeks an Academic Operations Coordinator to provide comprehensive academic and administrative support for undergraduate and graduate programs, faculty, students, and leadership.

The role collaborates with the Department Chair, Dean's Office, and staff to manage day-to-day operations and ensure timely delivery of services in alignment with university policies.

Qualifications

• High School Graduate or equivalent combination of education and relevant experience.
• Demonstrated experience providing administrative support in a complex environment.
• Demonstrated knowledge of general office practices and customer service.
• Proficiency with Microsoft Office Suite and ability to learn enterprise software systems.
• Ability to learn productivity systems and prioritize multiple responsibilities.

Responsibilities

• Provide administrative and operational support to the department chair, faculty, and staff.
• Serve as the primary administrative resource for faculty, students, and prospective students.
• Partner with the Dean's Office and Department Chair to support efficient operations.
• Assist with academic program management, recruitment, and admission activities.
• Assist with coordinating programs, colloquiums, lectures, and other events.
• Graduate: provide admissions and recruitment support, communications, and processing.
• Undergraduate: coordinate scheduling, recruitment, orientation, and commencement activities.

Skills

Administrative support

Microsoft Office

Customer service

Communication skills

Time management

Education

High School Diploma

Bachelor's degree or equivalent

Tools

Enterprise software systems

Job description

Job Requisition:

JR102140 Academic Operations Coordinator (Open)

Job Posting Title:

Academic Operations Coordinator

Department:

CC01165 WM001 | CDSP | CDSP Payroll

Job Family:

Staff - Administrative & Office Support

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Integrated Science Center

Primary Job Posting Location:

Posting Location - William & Mary

Job Description Summary:

W&M's School of Computing, Data Sciences & Physics (CDSP) invites qualified applications for the position of Academic Operations Coordinator within the Department of Applied Science. This position provides comprehensive academic and administrative support for the department's undergraduate and graduate academic programs, faculty, students, and departmental leadership.

Working collaboratively with the Department Chair, faculty, and Dean's Office staff, the Academic Operations Coordinator independently manages day-to-day academic operations while coordinating student services, academic scheduling, admissions activities, departmental events, and administrative processes. The position serves as a primary point of contact for students and faculty regarding academic and operational matters and ensures efficient delivery of departmental services in compliance with university policies.

As the Department of Applied Science expands to launch its inaugural undergraduate academic program, this position will play a key role in developing and implementing administrative processes that support undergraduate recruitment, student success, and program operations while continuing to support the department's established graduate and research programs.

Primary responsibilities include:

• Provide administrative and operational support to the department chair, faculty, and staff.
• Serve as the primary administrative resource for faculty, students, and prospective students regarding academic processes and departmental operations.
• Partner with the Dean's Office and Department Chair to support efficient departmental operations.
• Assist with academic program management, recruitment, and admission activities.
• Assist with coordinating programs, colloquiums, lectures, and other special events.

Job Description:

Required Qualifications:

• High School Graduate or equivalent combination of education and relevant experience.
• Demonstrated experience providing administrative support in a complex or customer-focused environment.
• Demonstrated knowledge of general office practices and procedures including best customer service practices
• Demonstrated proficiency with Microsoft Office Suite and ability to learn enterprise software systems.
• Ability to learn and work effectively with productivity systems and applications.
• Ability to prioritize multiple responsibilities while meeting deadlines.
• Excellent organizational skills and attention to detail.
• Strong written, verbal, and interpersonal communication skills.

Preferred Qualifications:

• Bachelor's degree or an equivalent combination of experience and education.
• Experience in a higher education environment.
• Experience supporting academic programs or student services.
• Experience coordinating events or managing complex administrative projects.
• Experience working within a STEM academic or research environment.
• Experience developing or improving administrative processes.

Conditions of Employment:

This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.

Duties:

45% - Academic Operations Support:

Graduate

• Provide administrative support for graduate admissions and recruitment activities.
• Assist with graduate applicant communications, visit coordination, and admissions processing.
• Maintain graduate student records and assist with monitoring academic milestones.
• Support graduate student onboarding, registration, and commencement activities.
• Assist with graduate stipend, tuition, and fee processing as directed.
• Serve as backup support for graduate program administrative functions during absences or periods of increased workload.
• Coordinate with university offices to ensure timely completion of graduate administrative processes.

Undergraduate

• Coordinate administrative operations supporting the undergraduate academic program.
• Assist with student recruitment, orientation, admissions, and outreach activities.
• Coordinate course scheduling activities, including course creation, room assignments, enrollment adjustments, and registration overrides.
• Assist faculty with honors projects, independent study administration, and undergraduate academic processes.
• Coordinate undergraduate commencement, recognition events, orientation, admitted student programs, and departmental recruitment events.
• Maintain undergraduate communications including announcements, listservs, website updates, and informational materials.

Serve as a primary resource for undergraduate