Academic Operations Manager

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. Job Description: 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 Additional Information: Visa sponsorship is not available for this position EEO/AA Statement Utica University is committed to affirmative action, equal opportunity, and creating a welcoming work environment for all employees. All qualified applicants will receive consideration for employment without regard to veteran status, disability, citizenship status, domestic violence victim status, or protected status under applicable local, state, or federal law. Commitment to Supporting and Hiring Veterans Utica University is a comprehensive, independent, private institution founded in 1946 to offer options for higher education study to veterans returning from the Second World War. More than seventy years since veterans returned from WWII, this tradition of serving veterans is still held in high regard here at Utica University, and we are proud to welcome veterans as students and as valued members of our faculty and professional staff. Application Instructions: To be considered for this position, you must upload the following documents: Resume / Curriculum Vitae Cover Letter