WHAT DOES A ACADEMIC COORDINATOR DO?

Published: Oct 29, 2024 - The Academic Coordinator ensures effective course planning, certification, and accreditation processes. Supports students, faculty, and satellite campuses by providing academic guidance, addressing academic issues, and facilitating seminars and presentations. Collaborates on updates to student and faculty guides and participates in admissions and marketing events to promote academic programs.

A Review of Professional Skills and Functions for Academic Coordinator

1. Academic Coordinator Duties

  • Student Support: Providing advice, information, and services to prospective and current undergraduate students as well as faculty and staff.
  • Visit Coordination: Arranging and coordinating prospective student visits.
  • Schedule Management: Assisting in the development and entry of academic schedules for spring, fall, and summer semesters.
  • Course Coordination: Coordinating departmental course room assignments, syllabi repository, and process textbook orders each semester/summer session.
  • TA Interaction: Interacting with Teaching Assistants in notifying them of their assignments, providing support for TA training programming, acquiring desk copies of textbooks, reserving rooms for office hours, coordinating evaluations, and review sessions.
  • Seminar Assistance: Assisting with weekly undergraduate seminars during the academic year by tracking attendance, delivering food items to the classroom, and assisting with visiting speakers.
  • Data Collection: Assisting with data collection in support of recruitment, curricular and co-curricular programs, and alumni engagement using software tools and specialized university databases.
  • Exam Scheduling: Assisting in the development of final exam schedules and textbook requests for undergraduate and graduate courses.
  • Event Coordination: Coordinating and overseeing academic events including a Spring Carnival Alumni Reunion, an annual Murder Mystery Dinner, and the department commencement ceremony.
  • Order Placement: Working with the department buyer to place orders related to undergraduate programming and in support of academic courses.
  • Purchasing Compliance: Following policies and procedures surrounding the use of a university purchasing card.
  • Academic Tracking: Using the university academic audit system to assist in tracking student academic progress.
  • Database Management: Maintaining alumni database and email distribution lists of students, sending emails to distribution lists.
  • Meeting Attendance: Attending meetings with Enrollment Services and other university partners.
  • Meeting Management: Using scheduling software and university software to manage meetings for the Director of Undergraduate Studies and room access for chemistry department undergraduate spaces, and to request rooms for department courses and events.
  • Facility Management: Working with Facilities Management Services and the university cleaning service to place and track work orders required for department facilities in Doherty Hall.

2. Academic Coordinator Details

  • Course Review: Review lists of OSHA courses to establish priorities for updating content/presentations.
  • Prioritization: Prioritize based on OTE directives, guidance, and requests.
  • Inventory Management: Maintain inventory of OSHA and Non-OSHA courses/curriculum.
  • Instructor Consultation: Consult with instructors on course updates.
  • Communication: Communicate with instructors 30 days prior to the course start to review lesson plans and course assets.
  • Collaboration: Collaborate with Extended Education Specialist II on off-site training opportunities.
  • Asset Management: Identify, secure, and maintain training assets, including health and safety equipment.
  • Reporting: Submit regular reports concerning program activities to the management team and Program Committee, and provide information promptly upon request.
  • Facilitation: Facilitate the contribution of student artwork and writings to the Hudson Link newsletter.
  • Project Participation: Participate in other special projects, meetings, trainings/workshops, and events as requested by senior management.

3. Academic Coordinator Responsibilities

  • Course Coordination: Coordinate, maintain, and review the course planning.
  • Certification Coordination: Coordinate, maintain, and review local certifications and accreditation projects.
  • Seminar Coordination: Coordinate, maintain, and review thesis and referencing seminars.
  • Presentation Coordination: Coordinate, maintain, review, and host welcome presentations for new students.
  • Guide Management: Propose and discuss changes to the student and faculty guides.
  • Administrative Support: Provide administrative support to the community coordinator.
  • Academic Support: Provide academic support for students and faculty, including, but not limited to program requirements, course planning, academic issues, and project support.
  • Satellite Support: Provide academic support where needed to satellite campuses.
  • Event Attendance: Attend local admissions and marketing events, including, but not limited to local info sessions and fair attendance.

4. Academic Coordinator Accountabilities

  • Calendar Management: Manages, prioritizes, and coordinates the Assistant Dean for Undergraduate Studies and Assistant Dean for Graduate Studies calendars to include preparation/provision of all information and materials for briefing the respective.
  • Call Management: Manages all calls for the respective Assistant Dean from faculty, staff, students, parents, outside constituents, and the public.
  • Reception Support: Provides backup for the Office of Academic Affairs student reception, and ExamSoft and ATI exam proctoring.
  • Administrative Support: Supports the Associate Dean for Academic Affairs and Assistant Dean for Student Services in the absence of their administrative coordinator.
  • Course Scheduling: Responsible for scheduling and management of all nursing courses in Banner, University Workload System, and College of Nursing CENTRAL database in consultation with the Assistant Deans for Undergraduate Studies, Graduate Studies, and the Associate Dean for Academic Affairs.
  • Vendor Liaison: Serves as the ATI liaison, including ordering ATI testing materials, submitting headcounts based on course enrollment, and reconciling invoice amounts prior to submitting to the assistant business manager for payment.
  • Advisory Services: Serves in an advisory capacity regarding issues, concerns, and ongoing management.
  • Planning Coordination: Manages, facilitates, and maintains Lower and Upper Division didactic and clinical planning platforms (grids) to include scheduling courses, instructors, dates, times, and locations.
  • Correspondence Management: Responsible for preparing correspondence and data to clinical agencies regarding clinical placements and pertinent information for students and faculty.
  • Access Coordination: Provides clinical agencies with faculty information for PIXIS and CERNER access.
  • Student Placement: Assists with student placements in clinical agencies, including compiling and disseminating pertinent clinical assignment information to faculty and staff, and communicating with clinical agencies regarding unit usage and survey information.

5. Academic Coordinator Functions

  • Meeting Facilitation: Facilitates meetings with students who are late with mandatory clinical requirements, including but not limited to CastleBranch and My Clinical Exchange.
  • Documentation Management: Responsible for composing and processing written documentation and general correspondence, reports, accreditation and program review documents, and travel documents for the respective Assistant Dean.
  • File Management: Manages the respective Assistant Dean’s office files.
  • Travel Coordination: Assists the respective Assistant Dean with travel arrangements.
  • Administrative Support: Supports the Associate Dean of Academic Affairs in the absence of their Administrative Coordinator.
  • Faculty Management: Manages clinical and didactic adjunct/temporary (TFAC) faculty planning and evaluation processes.
  • Appointment Coordination: Coordinates assignments and initiates appointments for prospective TFAC, including scheduling interviews with the respective Assistant Dean and follow-up with current TFAC for rehire.
  • Orientation Planning: Responsible for planning, organizing, and implementing TFAC orientation, including scheduling rooms, ordering food, preparing agendas/materials, and managing registration.
  • Event Coordination: Collaborates with the Office of Academic Affairs team to formulate, plan, and support the execution of Academic Affairs activities, including convocations, ceremonies, job fairs, senior pictures, faculty CPR courses, and other CON events.