Academic Operations & Systems Specialist

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Summary:

VCUs 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 deans 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 Provosts 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 CARCs review and approval
Maintain CARCs 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 CARCs Google shared drive prior to the meeting
Take meeting minutes and upload the minutes to the CARCs 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 CARCs 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 SOEs 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 VCUs 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.

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 timesensitive 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
Bachelors degree required.

PreferredQualifications:

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 $57000 $65000

Luciana de Oliveira

Required Experience:

Unclear Seniority