Faculty Operations Specialist

You are passionate about helping students achieve their educational goals. You thrive in a competitive and collaborative team environment. You are comfortable working remotely and have experience collaborating with others in a virtual environment. You possess a strong attention to detail.    

As the Faculty Operations Specialist, you will support the Faculty Operations Manager in providing centralized support for faculty operations. You will play a crucial role in scheduling ACE’s faculty to ensure the effective delivery of courses to our students. This includes assisting in the development of the teaching schedule across 11 academic terms each year, which often requires a Tetris-like mindset to align faculty availability, course requirements, and institutional priorities. You will also monitor faculty performance, write faculty communications, and collaborate with departments across the college. With strong attention to detail and a commitment to meeting deadlines, you will analyze both quantitative and qualitative data, support a variety of tasks and projects, and contribute to the successful launch of each academic term

Who is American College of Education

Founded in 2005, American College of Education continues to be a leader in professional development through our online programs. The mission of ACE is to deliver high-quality, affordable and accessible online programs grounded in evidence-based content and relevant application. Our graduates are prepared to serve, lead and achieve personal and professional goals in diverse, evolving communities. As a socially conscious institution, we’re dedicated to making a positive impact and inspiring our students to do the same.

ACE is a premier organization that is continually recognized for its commitment to social responsibility. In 2016, ACE became a Certified B Corporation. As a socially conscious institution, we believe we have a responsibility to our students, alumni, employees, local communities, and society. We strive to make an impact in the world that goes well beyond our bottom line.

Who You Are

You are passionate about helping students achieve their educational goals. You thrive in a competitive and collaborative team environment. You are comfortable working remotely and have experience collaborating with others in a virtual environment. You possess a strong attention to detail.    

As the Faculty Operations Specialist, you will support the Faculty Operations Manager in providing centralized support for faculty operations. You will play a crucial role in scheduling ACE’s faculty to ensure the effective delivery of courses to our students. This includes assisting in the development of the teaching schedule across 11 academic terms each year, which often requires a Tetris-like mindset to align faculty availability, course requirements, and institutional priorities. You will also monitor faculty performance, write faculty communications, and collaborate with departments across the college. With strong attention to detail and a commitment to meeting deadlines, you will analyze both quantitative and qualitative data, support a variety of tasks and projects, and contribute to the successful launch of each academic term.

Compensation

ACE is committed to paying a competitive wage while staying true to our mission of maintaining high-quality, affordable programs for our students. The starting salary range for this position is $65,000 plus all full-time employees are eligible for an annual bonus. Offers vary depending on education, prior experience, and expertise being applied to the role.

What We Look for in the Ideal Candidate

• Demonstrates self-reliance by meeting/exceeding workflow needs. 
• Demonstrates positive attitude and motivation, concern for students, teamwork, and excellent time management skills. 
• Follows established processes as outlined by the organization and leadership. 
• Completes assigned duties based on daily business needs and individual skill set. 
• Consistently produces a high volume of quality work. 
• Capable and adapts as needed, to work under pressure and meet tight deadlines. 
• Proven ability to work independently with limited supervision and with other department personnel. 
• Must support and embrace the College’s B Corp mission to improve the people and communities we serve through our civic engagement initiatives.  
• Must have exceptional communication, organization, and time management skills. 
• Must be "self-motivated" as well as creative and efficient in proposing solutions to complex, time-critical problems. 
• Must be collaborative in driving decisions and a team player. 
• Strong analytical and problem-solving skills with a high attention to detail. 
• Builds and maintains student satisfaction. 
• Recognizes and anticipates student needs. 

Day to Day Responsibilities

In this role, you will wear different hats, but your skills will be especially essential in the following areas: 

• Aids in developing the teaching schedule for full-time and adjunct faculty across each academic term to optimize faculty utilization and ensure appropriate staffing ratios.
• Supports the implementation of a regular communication plan for faculty.
• Collaborates with Registration and Records to review and adjust the distribution of students across multiple sections of the same course within the same term.
• Supports efforts for identifying and assigning substitute faculty for courses in cases of faculty illness or unavailability.
• Helps support the Faculty Commons, a space within the Canvas LMS where faculty can access information and share relevant materials.
• Tracks faculty overloads and processes paperwork for additional payments.
• Supports continuous improvement by monitoring, expanding, and refining ACE processes and policies to enhance operational effectiveness and efficiency.
• Responds promptly to student, faculty, or administrative concerns or issues.
• Provides rotating email coverage on the weekend immediately before each term start date to manage last-minute faculty reassignments due to unexpected withdrawals.
• Additional duties as assigned.

Qualifications and Education Requirements

• Bachelor’s degree required.
• A minimum of four (4) years of professional experience, with a preference for prior work in a registrar's office or academic operations
• Prior experience in faculty management and assigning faculty to courses is preferred.
• Demonstrated experience in higher education.
• Exceptional attention to detail, committed to accuracy and error-free work.
• Proficiency with academic reporting tools and human resource processes is expected.  Preference is for experience with the Canvas LMS and the Campus Nexus/Anthology student information system.
• Strong analytical skills with the ability to interpret data and generate reports and presentations.
• Excellent communication skills – speaking, writing, and presenting.
• Proficient in Microsoft Office Suite, including advanced Excel for data manipulation (e.g., pivot tables, formulas, and data cleaning), and able to use existing Power BI dashboards to extract and interpret data.
• Demonstrated ability to adapt to evolving needs and manage multiple projects simultaneously.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Note: This job description outlines the primary duties and qualifications for the Faculty Operations Specialist position, but may not encompass all responsibilities and requirements. Additional tasks may be assigned, as needed, to meet the organization's evolving needs.

Our Commitment to Employees

Just as we strive to empower our students for success, we also aim to enrich the lives of our employees. For 6 consecutive years, ACE was recognized as one of Indiana’s Best Places to Work, winning the #1 spot for medium-sized companies in 2020. In addition, ACE has earned national recognition, being named a USA Top Workplace in 2022, 2023 and 2024. As a virtual first organization, we celebrate diversity and are committed to creating a family-like inclusive work environment. For our full-time employees, we offer the following benefits: 

• Medical, dental, & vision Insurance 
• HSA and FSA options 
• Paid parental leave 
• Paid volunteer time 
• Tuition reimbursement & reduction programs 
• Generous PTO  
• 401k and employer match 
• Full-service wellness and EAP program 
• Employee recognition and awards programs 
• Employer paid life & AD&D insurance 
• Short-term disability 
• Employer paid long-term disability 
• And more…

Physical Demands

The physical demand described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to communicate with and receive communications from students and ACE employees in real time using online and other electronic media.

Diversity

At American College of Education, we believe that the best learning environment for students and staff is one in which we encounter viewpoints and experiences that are different, yet complementary to ours. This environment is fostered by the presence of persons with diverse backgrounds.  We recognize that acknowledging diversity is a necessary precondition, but sustained effort is necessary to ensure equity and greater inclusion.  Through strategic planning and initiatives, we seek to develop programs that promote equity and inclusion for everyone so that all members of ACE’s community can reach their full potential. To create and maintain a truly diverse, equitable and inclusive learning community, we strive to make all feel equally valued, and we uphold our Commitment to Freedom of Expression.  We may celebrate diversity, but we “live” inclusion.

Additional Notes

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.

Employees are increasingly integrating AI into their roles, demonstrating its potential to boost efficiency, accuracy, and productivity. By utilizing AI technologies, we can streamline processes, gain valuable insights from data, and automate routine tasks, which allows employees to concentrate on more strategic and creative aspects of their work. While AI is a beneficial tool in the workplace, if its use—such as ChatGPT, Grammarly, Copy.ai, etc.—accounts for more than 50% of any work assignments or job responsibilities, it will need to be reported to a direct leader.

Internet bandwidth speeds from an employee's remote work location must be a minimum of 50Mbps download speeds and 5Mbps upload speeds. Please note if the bandwidth is shared across multiple devices (tablets, computer, streaming, phone, etc.) you will need higher overall speeds. You can test the speed of your connection by visiting speedtest.net Purchase, setup, installation, support, and ongoing maintenance of reliable internet service is the responsibility of the individual.  

American College of Education seeks to attract and retain a diverse staff consistent with its diverse student body and surrounding communities. At this time we cannot consider candidates residing in Alaska, Washington D.C., Massachusetts, South Dakota, or Alabama.

ACE is an Equal Opportunity Employer.