Coordinator of Academic Information

Coordinator of Academic Information

Department: Student Affairs

Employment Type: Full Time

Location: Piqua

Compensation: $26.10 / hour

Edison State Community College invites qualified candidates to apply for the full-time position of Coordinator of Academic Information. The Coordinator of Academic Information manages the systems, processes, and data that support academic operations, curriculum administration, course scheduling, classroom utilization, faculty workload/payload, catalog accuracy, and academic calendar planning. This position works independently and collaboratively with the Registrar, Provost, academic deans, program coordinators, Institutional Research, Information Technology, Student Affairs, and other campus partners to maintain accurate academic information across College systems.

The position requires a high degree of accuracy, data integrity, confidentiality, technical aptitude, and accountability due to its college-wide impact on student registration, compliance reporting, instructional planning, faculty workload, classroom efficiency, and institutional decision-making. The Coordinator uses data-informed practices, current scheduling technologies, reporting tools, and process improvement methods to support student-centered scheduling, operational efficiency, and effective use of College resources.

To be considered, candidates should include cover letter, resume, and list of education/work experience, including job titles in chronological order when completing their online application. Edison State Community College is an EOE/AA Employer.

Functional Responsibilities:

Manage accurate course, section, and academic information in College systems:

• Create, maintain, and update course and section information in Colleague and related academic systems based on approved curriculum actions, catalog requirements, registration rules, and database syntax.
• Ensure accuracy of credit section information, including instructional method, meeting pattern, room assignment, capacity, fees, restrictions, registration dates, faculty assignment, and workload implications.
• Assist the Registrar in creating academic terms and maintain term setup, registration controls, calendar dates, and related system rules in alignment with approved institutional timelines.
• Track and document course updates such as credit hour changes, lab fees, prerequisites, co-requisites, course descriptions, modalities, and catalog-effective dates for historical accuracy and audit readiness.
• Cancel, amend, or update credit (including College Credit Plus and select non-credit offerings as directed by academic leadership, while communicating changes to affected offices in a timely manner.
• Identify and recommend solutions for unusual section arrangements, cross-listed offerings, independent studies, late scheduling changes, and other non-standard academic record needs.

Analyze course scheduling, enrollment, and classroom utilization data:

• Prepare and analyze course schedule, enrollment, fill-rate, cancellation, waitlist, modality, meeting-pattern, and room utilization data to support data-informed academic planning.
• Evaluate classroom utilization by term, day, time block, campus/location, room type, capacity, instructional modality, and peak-demand periods to help maximize effective use of instructional space.
• Develop reports, dashboards, summaries, and recommendations that identify scheduling gaps, underutilized rooms, bottleneck courses, high-demand sections, prime-time space constraints, and opportunities to improve student access.
• Partner with academic deans, program coordinators, Institutional Research, IT, and scheduling technology vendors to improve schedule efficiency, classroom assignment practices, and long-term section planning.
• Use historical enrollment patterns, completion needs, program pathways, and student-centered scheduling principles to inform annual and multi-term scheduling recommendations.
• Monitor data quality issues that affect scheduling analytics and work with appropriate offices to resolve inconsistencies in course, section, room, modality, and faculty workload data.

Manage faculty staffing, workload, and payload processes:

• Determine timelines and processes for faculty assignment submissions in collaboration with academic leadership.
• Create and distribute staffing worksheets or other assignment tools for program coordinators and deans.
• Enter, maintain, and verify faculty assignments and loads for each section, including overload, release time, reassigned time, independent study, clinical, lab, and other special assignment circumstances.
• Create workload reports for academic dean review; distribute approved reports to individual faculty; collect and maintain signed reports for reference and audit purposes.
• Track unstaffed sections and staffing changes throughout the scheduling cycle and communicate issues that may affect registration, student access, or payroll deadlines.
• Process faculty payload according to…