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Key Responsibilities and Required Skills for a Teaching Coordinator

💰 $45,000 - $65,000

EducationAdministrationAcademic Affairs

🎯 Role Definition

The Teaching Coordinator is the operational heart of an academic department or program, serving as a critical liaison between faculty, students, and administrative leadership. This role is fundamentally about ensuring the smooth and effective delivery of the educational experience. More than just an administrator, the Teaching Coordinator is a problem-solver, a communications hub, and a key resource for curriculum management and student support. They are the go-to person for scheduling, policy interpretation, and logistical oversight, ensuring that the academic machinery functions seamlessly so that teaching and learning can flourish.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Academic Administrative Assistant
  • Program Assistant
  • Graduate Teaching Assistant

Advancement To:

  • Academic Program Manager
  • Assistant/Associate Director of Academic Affairs
  • Department Operations Manager

Lateral Moves:

  • Student Success Advisor
  • Admissions Counselor
  • Instructional Support Specialist

Core Responsibilities

Primary Functions

  • Act as the primary administrative point of contact for a portfolio of courses, handling all logistical and organizational aspects from inception to completion.
  • Coordinate the comprehensive scheduling of courses, sections, and classroom assignments each semester, working closely with the Registrar's office to resolve conflicts and optimize room utilization.
  • Manage and maintain the department's curriculum database, including course descriptions, prerequisites, and syllabi, ensuring all information is current and accurately reflected in the university catalog and student information system.
  • Provide direct administrative and logistical support to faculty members, including assistance with textbook ordering, course material preparation, and navigating university policies and procedures.
  • Facilitate the hiring, onboarding, and training processes for adjunct faculty, teaching assistants, and graduate student instructors, ensuring they are well-prepared and integrated into the department.
  • Oversee the administration of student course evaluations each term, including distribution, collection, and the confidential compilation of results for faculty and department leadership review.
  • Serve as a first point of contact for students with inquiries regarding course registration, degree requirements, academic policies, and program-specific questions, providing guidance or referring them to appropriate resources.
  • Manage the departmental course permission and waitlist processes, ensuring equitable and transparent procedures are followed during peak registration periods.
  • Coordinate and proctor examinations, including midterms and finals, ensuring academic integrity and providing necessary accommodations for students with documented needs.
  • Plan and execute key departmental events such as student orientation, information sessions, and faculty workshops, managing all aspects from promotion and registration to on-site logistics.
  • Monitor student progression and academic standing, flagging at-risk students for intervention by academic advisors or program directors.
  • Maintain and update the departmental website and other communication channels with timely and accurate information regarding curriculum, schedules, and academic deadlines.
  • Assist in the review and processing of student petitions, grade change forms, and other official academic requests, ensuring compliance with university regulations.
  • Develop and maintain comprehensive handbooks, guides, and FAQ documents for students and faculty to clarify program policies and procedures.

Secondary Functions

  • Support the department chair or program director in preparing data and reports for academic program reviews, accreditation, and strategic planning initiatives.
  • Assist with the monitoring of the departmental or program budget related to instructional costs, including tracking expenses for teaching supplies, guest lecturers, and student assistants.
  • Collaborate with the admissions office to represent the program at recruitment events and answer detailed curriculum-related questions from prospective students.
  • Liaise with other university departments, such as IT, Facilities, and the Library, to ensure faculty and students have the necessary resources for effective teaching and learning.
  • Administer and track faculty-led program assessments and student learning outcomes, collecting and organizing data for analysis.
  • Contribute to the continuous improvement of administrative processes by identifying inefficiencies and proposing effective, technology-driven solutions.
  • Participate in university-wide committees or working groups related to student services, academic administration, or curriculum management.
  • Provide backup support for other administrative staff within the department during periods of high volume or absence to ensure continuity of service.

Required Skills & Competencies

Hard Skills (Technical)

  • Learning Management Systems (LMS): High proficiency in navigating and managing courses within platforms like Canvas, Blackboard, or Moodle.
  • Student Information Systems (SIS): Experience with enterprise-level systems such as Banner, PeopleSoft, or Workday Student for tasks like registration, record-keeping, and reporting.
  • Advanced Office Suite Proficiency: Expert-level skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or Google Workspace, particularly for data manipulation, mail merges, and presentation creation.
  • Scheduling Software: Familiarity with room scheduling and event management software like 25Live, Ad Astra, or EMS.
  • Database Management: Basic understanding of database principles for managing and querying student and course data accurately.
  • Web Content Management: Ability to update and maintain departmental websites using Content Management Systems (CMS) like WordPress or Drupal.

Soft Skills

  • Exceptional Organization & Detail-Orientation: A meticulous ability to manage numerous, competing priorities and deadlines with high accuracy, especially in a fast-paced academic cycle.
  • Superior Communication: Excellent written and verbal communication skills for interacting professionally and clearly with a diverse population of students, faculty, staff, and parents.
  • Proactive Problem-Solving: The ability to anticipate potential issues, troubleshoot problems independently, and exercise sound judgment in resolving complex logistical and administrative challenges.
  • Strong Interpersonal Skills: A collaborative and approachable demeanor, with the capacity to build positive and effective working relationships across all levels of the institution.
  • Adaptability & Resilience: The flexibility to adapt to changing priorities, policies, and technologies within a dynamic higher education environment.
  • Discretion and Confidentiality: A firm understanding of and commitment to maintaining confidentiality, particularly when handling sensitive student and faculty information (FERPA).

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree

Preferred Education:

  • Master's Degree in Higher Education Administration, Educational Leadership, or a related field.

Relevant Fields of Study:

  • Education
  • Communications
  • Public or Business Administration
  • A field related to the academic department

Experience Requirements

Typical Experience Range:

  • 2-5 years of progressive experience in an academic, non-profit, or complex administrative support role.

Preferred:

  • At least 2 years of experience working directly within a college or university setting, with specific exposure to academic program coordination, student services, or faculty support. Experience in a role governed by academic calendars and cycles is highly valued.
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