Senior Academic Coordinator

Academic Program and Curriculum Workflow Coordination Coordinate and track established CAA workflows for undergraduate academic programs, certificates, curriculum actions, and catalog implementation.Coordinate workflows for the development, review, approval, and implementation of new undergraduate degree programs, certificates, and other academic offerings.Coordinate timelines, documentation, routing, and follow-up for modifications, reorganizations, and closures of existing undergraduate academic programs.Support CAA responsibilities for integrated and accelerated undergraduate and graduate programs when undergraduate curriculum or degree requirements are involved.Conduct initial administrative reviews for completeness and confirm that required forms, supporting materials, and approvals are present before proposals advance.Maintain status records, approval histories, deadline trackers, and implementation records for academic proposals and modifications.Coordinate established approval workflows involving colleges and schools, the Provost's Office, the Office of the Registrar, UT System, THECB, and other appropriate offices.Support catalog and addendum activities and curriculum-management system workflows, including coordination of approved changes through implementation.Identify overdue items, incomplete documentation, workflow barriers, or matters requiring policy interpretation and elevate them to the Director or appropriate functional lead.Substantive academic review, institutional recommendations, policy interpretation, exceptions, and final academic determinations remain with the Director, executive leadership, and other appropriate decision-makers.Academic Compliance and Institutional Reporting Operations Coordinate recurring academic compliance and reporting workflows administered or coordinated by CAA.Coordinate schedules, documentation, tracking, and institutional follow-up for HB 2504 and public course information requirements.Support institutional processes associated with professional licensure disclosures and related academic compliance requirements.Coordinate documentation, schedules, records, and tracking for low-producing program reviews and related institutional and state reporting activities.Maintain comprehensive compliance calendars and identify upcoming requirements, dependencies, deadlines, and required institutional actions.Coordinate follow-up with colleges, schools, departments, and administrative offices regarding outstanding documentation or established remediation steps.Maintain organized records and audit trails documenting institutional actions, approvals, submissions, and compliance activities.Support preparation and quality review of reports and submissions to University leadership, UT System, state agencies, and other external entities.Elevate matters requiring regulatory interpretation, institutional policy determinations, or compliance decisions to the Director or appropriate professional staff.New Core and Academic Initiative Implementation Provide cross-functional operational coordination for implementation of the new Core Curriculum and other academic initiatives after policy and academic requirements are established.Maintain implementation plans, timelines, milestones, dependencies, deliverables, and centralized tracking for assigned Core and academic initiatives.Coordinate operational activities associated with the University's transition to and implementation of the new Core Curriculum.Track submissions, approvals, outstanding actions, implementation milestones, and deliverables across participating academic and administrative units.Coordinate required documentation and routine follow-up with colleges, schools, departments, faculty, and other stakeholders.Maintain centralized records of implementation activities, decisions, approvals, status, and supporting documentation.Prepare status reports, dashboards, briefing materials, calendars, and other implementation resources for CAA and Un versity leadership.Identify dependencies, missed milestones, emerging operational issues, and matters requiring academic, policy, or leadership decisions and elevate them appropriately.The Senior Academic Coordinator supports implementation and cross-CAA operations but does not assume the Core Curriculum Manager's responsibility for Core administration, faculty coordination, Core records, proposals, petitions, or subject-matter guidance.Committee and Faculty Review Coordination Coordinate the operational components of faculty, committee, and administrative review processes supporting CAA responsibilities.Prepare and organize agendas, review materials, supporting documentation, schedules, and communications for faculty committees and academic review activities.Coordinate submission and review timelines and communicate established expectations to participants.Maintain committee rosters, records, decisions, action items, approval documentation, and required follow-up.Schedule meetings and coordinate operational logistics for curriculum, Core, and other assigned academic review processes.Track items through each required stage and notify the Director or functional lead of delays, missing actions, or questions requiring substantive review.Support faculty and staff information sessions, training activities, and implementation meetings related to established CAA processes.Process Documentation Training and Quality Assurance Develop and maintain resources that strengthen the consistency, transparency, and operational effectiveness of CAA processes.Develop and maintain standard operating procedures, process maps, checklists, templates, standard communications, guidance materials, and internal workflow documentation.Maintain webpages and training resources based on approved CAA policies, requirements, and processes.Design and maintain master calendars, trackers, dashboards, shared documentation systems, and other workflow-management resources.Conduct administrative quality-control reviews of documentation, submissions, records, and data before routing or reporting.Review workflow performance and recommend operational improvements that increase efficiency, consistency, documentation, and stakeholder understanding.Support implementation and optimization of curriculum-management, document-management, and workflow technologies used by CAA.Institutional Coordination Communication and Follow Through Serve as an advanced academic administrative coordination resource for CAA processes involving multiple academic and administrative units.Coordinate routine communications and established process requirements with colleges, schools, departments, faculty, and central administrative offices.Develop effective working relationships with institutional partners and facilitate clear operational communication across organizational boundaries.Monitor deadlines, outstanding actions, and assigned follow-up and communicate status to the Director and appropriate functional leads.Coordinate meetings, materials, action items, records, and follow-up activities for assigned CAA workflows and initiatives.Represent CAA in operational meetings, implementation groups, and process teams as assigned by the Director.Support emerging academic administrative responsibilities and other related duties assigned by the Director.Relationship to CAA Professional ResponsibilitiesThe Senior Academic Coordinator provides cross-CAA operational coordination and is not intended to duplicate or replace the substantive responsibilities of the Director, Core Curriculum Manager, or other professional positions.The Director retains responsibility for strategic leadership, policy and regulatory interpretation, academic approval, compliance oversight, executive advising, complex institutional matters, and supervision of the CAA portfolio. The Core Curriculum Manager retains management and subject-matter ownership of recurring Core Curriculum administration.The Senior Academic