Academic Operations Coordinator - Full Time

Job Details

The 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 Description

Job Duties

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Coordinate academic scheduling, including course offerings, room assignments, and timetable management
• Support faculty onboarding, appointments, and administrative needs
• Assist with student-related processes such as enrollment support, advising coordination, and records management
• Maintain and update academic and operational databases, ensuring accuracy and compliance with institutional standards
• Serve as a liaison between department leadership, faculty, students, and central administrative offices
• Support curriculum implementation, academic program logistics, and accreditation-related documentation
• Manage departmental communications, including announcements, scheduling updates, and internal reporting
• Assist with budget tracking, procurement, and expense processing in collaboration with finance teams
• Prepare reports, dashboards, and data summaries for leadership decision-making
• Coordinate meetings, events, and academic activities, including logistics and documentation
• Ensure adherence to university policies, procedures, and regulatory requirements
• Provide general administrative support to department leadership as needed
• And other duties as assigned by the department

Minimum Qualifications

• High School Diploma/GED
• Basic understanding of higher education operations, academic programs, or administrative support functions
• Proficiency 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 tasks

Preferred Qualifications

• Bachelor’s Degree
• 2 years administrative, academic support, customer service or office coordination experience

Additional Qualifications

• Assists with departmental communications and reporting, supporting accreditation documentation, coordinating events and logistics, and performing other duties as assigned.

Physical Demands
Lift 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 Shift

Workday Day (United States of America)

Worker Sub Type

Regular

Employee Entity

Philadelphia University

Primary Location Address

3300 School House Lane, Philadelphia, Pennsylvania, United States of America

Nationally 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.

Benefits

Jefferson 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.

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