Academic Operations & Systems Specialist

Academic Operations & Systems Specialist

Benefits of working at VCU

All full-time university staff are eligible for VCU’s robust benefits package that includes: comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefit, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more. Learn more about VCU’s benefits here.

Job Code 19241

Recruitment Pool VCU Employees Only

Posting Number req7400

Unit School Of Education MBU

Department School of Education, Dean's Suite

Department Website Link

Location VCU

Address 1015 W. Main Street, Richmond, VA 23284 USA

Duties & Responsibilities

At VCU, we provide UNcommon learning, research, creativity, service and discovery — the hallmarks of the VCU experience. A premier, urban, public research university nationally recognized as one of the best employers for diversity, VCU is a great place to work. It is a place of opportunity, where your success is supported and your career can thrive. VCU offers employees a generous leave package, career paths for advancement, competitive pay, and an opportunity to do mission-driven work.

Summary:

VCU’s School of Education (SOE) seeks a (Academic Operations & Systems Specialist) who embraces a climate that supports students, faculty, and staff of all identities and backgrounds. At VCU, we believe different perspectives and expertise enhance possibilities and solutions. This philosophy drives our recruitment process, so we welcome applicants with diverse experiences and backgrounds, who will contribute to an already diverse community of faculty, staff, and students.

To support the development of proposals for new programs and program modifications across all departments within the School of Education guided by school, university, regional and state policies. To facilitate work of the Associate Dean for Academic Affairs and Graduate Studies, notably by development of curriculum proposals and resource needs, coordination and communication between the associate dean’s office, staff, faculty, and curriculum committees.

Required Duties:

- Provide administrative and technical support to the Associate Dean for Academic Affairs and Graduate Studies to develop proposals for curriculum changes and new programs

- Research employment demand (i.e., job ads) and student demand data for the development of new programs per SCHEV requirements

- Schedule all meetings related to new programs and concentrations as well as program modifications (e.g. initial intake meetings for faculty who have ideas about new programs and/or program modifications; stakeholders meeting etc)

- Service as a point of contact for faculty during the program development process

- Advise faculty proposal writers on the proposal writing process; take a role in guiding them

- Maintains accurate and complete Academic Affairs Workflow document that accounts for the intersection of SCHEV, SACSCOC, CAEP, CACREP, and VDOE requirements

- Applies the AA Workflow with fidelity for all curriculum proposals and ensures engagement with impacted stakeholders; communicate all curricular developments of new offerings and program modifications with all SOE relevant stakeholders

- Follow SCHEV policies and formatting

- Works closely with the LACE Director on licensure language in bulletin and program documents, curriculum alignment, and state compliance tracking and manages internal systems for curriculum matrix management. Supports data gathering for curriculum proposals, licensure, and accreditation.

- Serve as the point of contact for faculty and units outside of the SOE during the proposal development process communicating all relevant information as needed

- Enter program and course information into the CIM/CAT system; monitor progress of proposals through the CIM/CAT system and notify appropriate person if there is a delay in the approval process

- Work with the Bulletin editor or Provost’s Office as needed to ensure all necessary updates to the Bulletin have been made

- Develops and maintains database and data dashboard tools ((e.g., the course projection and plans of study (currently in a secondary assignment), GTA tracking, VDOE matrices, etc.)) and provides training and feedback loops to enable scaling and sustainability by programs/advisors/ed specialists/LACE staff, as appropriate

- Liaise with ODA for program evaluation data and labor market analytics for new programs and continuous improvement of existing programs

- Attend SOE and University Curriculum Review/Approval Meetings as necessary

- Submit requests for curriculum approval related system(s) access as needed

- Collaborate with faculty to create curriculum proposals in preparation for each CARC meeting; distribute these proposals in a timely manner prior to each CARC meeting

- Work with departments to ensure all necessary approvals of curriculum proposals have been obtained prior to CARC’s review and approval

- Maintain CARC's Google shared drive to ensure accurate record keeping of CARC activity

- Set agenda for monthly CARC meetings, and any special called meetings as needed

- Organize all curriculum proposals and upload to the CARC's Google shared drive prior to the meeting

- Take meeting minutes and upload the minutes to the CARC's Google shared drive

- Enter all proposals into the CIM system in an accurate and timely manner following CARC approval; track the approval of these proposals

- Verify that proposals reviewed by CARC are edited as recommended before they are entered into the CIM system

- Facilitate and track next steps in the approval process and notify faculty of progress and/or needed attendance at university meetings

- Collaborate as needed to revise and update CARC's bylaws

- Communicate all curricular approvals with relevant stakeholders (i.e. program coordinators, department chairs, student success, graduate studies, enrollment management, finance, communications, etc.)

- Assist in tasks related to accreditation (CAEP/SACSCOC) - update learning outcomes as it relates to accreditation, work with the SACSCOC liaison for items needed from the SOE, etc.

- Work with the Associate Dean of Academic Affairs to maintain an Academic Affairs handbook, which outlines all policies and processes related to academic affairs and curriculum development

- Possess knowledge of all University and State policies as it relates to academic affairs/curriculum development and articulate those policies to all SOE staff and faculty

- Facilitate and coordinate meetings within the SOE as well as with units outside of the SOE and the SCHEV liaison in regards to academic affairs

- Coordinate and facilitate discussions regarding curriculum proposals between departments within the School of Education as needed

- Serve as the SOE’s representative in curriculum committee meetings across the university as needed

- Coordinate any communications as necessary to update various units within and outside the SOE of when new programs or changes have been approved (Recruitment office, Student Services, Advising, Finances, Communications office, Grad Studies office, VCU's academics website, etc.)

- Coordinate and facilitate discussions about interdisciplinary programs with other academic units, including communication with other academic units about SOE proposals that might impact their work

- Maintains necessary documentation in shared drives; helps prepare for state/federal submissions.

Qualifications

Minimum Qualifications:

- Excellent verbal/written communication and customer service skills required

- A professional attitude and confidentiality is of the utmost importance in all interactions

- Experience in developing curriculum proposals

- Strong understanding of curriculum and development policies and procedures

- Demonstrated ability to organize and prioritize work

- Demonstrated ability to manage time-sensitive and complex projects with stakeholders

- Demonstrated ability to handle multiple tasks by stated deadlines

- Excellent computer skills and experience with Microsoft Office Software and Google Workspace

- Demonstrated ability to work independently and show initiative

- Excellent problem solving skills -must have pleasant, positive and helpful service attitude

- Bachelor’s degree required.

Preferred Qualifications:

- Experience working in higher education

- Masters Degree highly preferred

- Strong understanding of University and SCHEV curriculum and development policies and procedures

- Experience working in Banner

- Experience working in the CAT/CIM system

This position allows for a hybrid work schedule

OPR Eligibility - No

FLSA Status - Exempt

Salary - $57,000 - $65,000

FLSA University Employee

Job FTE 100

Exemption Status Exempt

Restricted Position No

E-Class UF - University Employee FT

Job Category University Employee

ORP Eligible No

Salary Range $57,000-$65,000

Compensation Type Salaried

Target Hire Date 7/1/2025

Contact Information for Candidates

Luciana de Oliveira

Documents Needed to Apply - Cover Letter - CV/Resume