Academic Operations Coordinator (Part Time - Up To 25 Hours Weekly)

Thomas-Jefferson-University-; Philadelphia (Philadelphia County); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical insurance

Tuition assistance

Tuition discounts

Job summary

Thomas Jefferson University in Philadelphia seeks an Academic Operations Coordinator to support day-to-day administrative and academic functions. You will coordinate scheduling, assist with onboarding and records, manage databases, and ensure compliance with institutional policies.

This role requires organization, attention to detail, and the ability to handle multiple priorities in a fast-paced academic environment.

Qualifications

• Proficiency in standard office software and basic database systems.
• Experience supporting academic operations or administrative tasks preferred.

Responsibilities

• Coordinate academic scheduling, including course offerings and timetable management.
• Support faculty onboarding, appointments, and administrative needs.
• Assist with student enrollment, advising coordination, and records management.
• Maintain and update academic/operational databases for accuracy and compliance.
• Prepare reports and data summaries for leadership decision-making.
• Coordinate meetings, events, and academic activities including logistics.

Skills

Microsoft Word

Excel

Outlook

Database systems

Education

Bachelor’s Degree

High School Diploma/GED

Job description

Job DetailsThe Academic Operations Coordinator supports the day-to-day administrative, academic, and operational functions of a University department. This role ensures efficient coordination of academic scheduling, faculty and student support processes, data management, and compliance with institutional policies. The coordinator serves as a central point of contact for internal and external stakeholders, helping to streamline operations, support academic programming, and enhance overall departmental effectiveness. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced academic environment.Job DescriptionJob DutiesInteracts with co-workers, visitors, and other staff consistent with the values of Jefferson.Coordinate academic scheduling, including course offerings, room assignments, and timetable managementSupport faculty onboarding, appointments, and administrative needsAssist with student-related processes such as enrollment support, advising coordination, and records managementMaintain and update academic and operational databases, ensuring accuracy and compliance with institutional standardsServe as a liaison between department leadership, faculty, students, and central administrative officesSupport curriculum implementation, academic program logistics, and accreditation-related documentationManage departmental communications, including announcements, scheduling updates, and internal reportingAssist with budget tracking, procurement, and expense processing in collaboration with finance teamsPrepare reports, dashboards, and data summaries for leadership decision-makingCoordinate meetings, events, and academic activities, including logistics and documentationEnsure adherence to university policies, procedures, and regulatory requirementsProvide general administrative support to department leadership as neededAnd other duties as assigned by the departmentMinimum QualificationsHigh School Diploma/GEDBasic understanding of higher education operations, academic programs, or administrative support functionsProficiency in standard office software (e.g., Microsoft Word, Excel, Outlook, and basic database systems)Basic problem-solving skills with the ability to seek guidance when handling unfamiliar tasksPreferred QualificationsBachelor’s Degree2 years administrative, academic support, customer service or office coordination experienceAdditional QualificationsPhysical DemandsLift and carry 25 lbs. frequent sitting/standing, frequent keyboard use, *patient care providers may be required to perform activities specific to their role including kneeling, bending, squatting and performing CPR.Job Description Disclaimer: This position description provides the major duties/responsibilities, requirements and working conditions for the position. It is intended to be an accurate reflection of the current position, however management reserves the right to revise or change as necessary to meet organizational needs. Other responsibilities may be assigned when circumstances require.Work ShiftWorkday Day (United States of America)Worker Sub TypeRegularEmployee EntityPhiladelphia UniversityPrimary Location Address3243 School House Lane, Philadelphia, Pennsylvania, United States of AmericaNationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University , home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health , nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.BenefitsJefferson offers a comprehensive package of benefits for full-time and part-time colleagues, including medical (including prescription), supplemental insurance, dental, vision, life and AD&D insurance, short- and long-term disability, flexible spending accounts, retirement plans, tuition assistance, as well as voluntary benefits, which provide colleagues with access to group rates on insurance and discounts. Colleagues have access to tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service. All colleagues, including those who work less than part-time (including per diem colleagues, adjunct faculty, and Jeff Temps ), have access to medical (including prescription) insurance.