Academic Operations Coordinator - School of Education

The Department of Curriculum, Instruction, and Special Education (CISE) in the School of Education and Human Development at the University of Virginia is seeking a detail-oriented and service-driven Academic Operations Coordinatorto join our team. This role plays a vital part in supporting faculty, staff, and students by ensuring smooth and efficient departmental operations.

The Academic Operations Coordinator oversees a variety of essential functions that contribute to the daily success of the department. Responsibilities include managing office operations, coordinating schedules and meetings, and facilitating communication across units. The role also involves preparing and organizing documents, maintaining records and data systems, arranging travel, and responding to inquiries from internal and external stakeholders. By supporting these core activities, the coordinator helps advance departmental goals and fosters a collaborative, well-organized environment.

We are looking for a proactive and dependable professional who thrives in a dynamic academic setting and is committed to delivering high-quality support to all members of the CISE community.

Responsibilities include:

Office Operations - 20%

• Communicate regularly with the CISE Department Administrator

• Facilitate daily operations of the CISE and TEd Office

• Represent CISE as the initial point of contact for inquiries and guests

• Maintain office supplies and educational materials to ensure academic and administrative functions operate without delay

• Perform document management procedures according to UVA Records policies

Academic Operations - 20%

• Manage course enrollments across multiple programs using SmartSheet, Airtable, and SIS, in collaboration with program coordinators and the TEd Director.

  • Manage cohort (external school divisions) enrollment process with APO/Program Leaders - including manual student enrollment and account hold resolution.

  • Communicate enrollment information with faculty, staff, and students

• Report and disseminate program-level information (EdS, EdD, and PhD programs) to program stakeholders on routine basis

• Serve as department point of contact for the Curriculum and Program Review Committee (CPRC), ensuring timely and complete course submissions.

  • Communicate all procedures and deadlines to Dept Administrator, Faculty, and Staff

  • Liase with faculty to provide all required documentation for CPRC submission

  • Collaborate with CPRC Committee and/or Registrar regarding requirements for specific submissions

• Monitor course enrollment thresholds; coordinate with faculty and staff to promote under-enrolled courses or open additional sections.

• Manage waitlists and cancellations, ensuring clear communication with instructors and students.

Event Planning & Logistics - 20%

• Organize and support departmental events, including faculty meetings, lectures, and end of the year functions.

• Coordinate logistics for on-campus and virtual visits, including travel, lodging, and agendas for visiting scholars and faculty candidates

• Reserve classroom and meeting spaces using university scheduling systems.

Digital Platforms & Website Oversight - 20%

• Maintain the CISE Canvas Hub and adjunct/PhD pages, including announcements and calendar updates.

• Collaborate with Marketing and Communications to update the CISE website and intranet.

Data & Reporting - 10%

• Pull and analyze reports from UBI, Slate, and SIS for program tracking and strategic planning.

• Track doctoral (PhD) student progress and notify advisors of students nearing program completion timelines.

Financial & Procurement Administration 5%

• Support faculty and staff regarding purchasing and reimbursement processes

• Create and maintain financial how-to support for faculty and staff to remain up to date on changing processes

• Maintain access to accounts

Communications & Listserv Management - 5%

• Maintain and update CISE departmental listservs for faculty, staff, and students.

• Coordinate onboarding/offboarding of listserv members each academic cycle.

• Manage departmental communications related to operations, academic calendar, and special events

Minimum Requirements

Education: Bachelor's Degree or related experience in lieu of a degree.

Experience: At least three years of experience supporting a senior executive.

Preferred Qualifications

Education: Master's degree

Experience: Higher Education Administration. At least 1 year experience with Canvas, Airtable, PaymentWorks, Anthology, and university systems like SIS, Workday, UBI.

Physical Demands: This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

Salary Range: The anticipated hiring range is $28/hour-$32/hour, commensurate with education and experience.

Exemption Status: This is a non-exempt-level, benefited position. Learn more about UVA benefits.

Work Arrangement: This position is based in Charlottesville, VA, and must be performed fully on-site.

About UVA and the Community: To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application Timeline: Initial application review will begin on Monday October 20.

Background checks will be conducted on all new hires prior to employment.

Visa Sponsorship: This position will not consider candidates who require immigration sponsorship now or in the future.

How to Apply: Please apply online, by searching for requisition number R0077157. Complete an application with the following documents:

• Resume

• Cover Letter is optional but strongly preferred

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants: Apply through your Workday profile by searching "Find Jobs."

Reference Check Process: Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

Recruiter Contact: For questions about the application process, please contact Margaret Weeks.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA's commitment to non-discrimination and equal opportunity employment.