Sr. Academic Services Administrator

Academic Program Administrator

This position supports the administration and operational management of academic programs by overseeing curriculum approvals, ensuring catalog accuracy, and maintaining academic systems in compliance with university, state, and federal requirements. The role serves as the college approver in Curriculog for undergraduate and graduate programs and coordinates catalog updates aligned with the State Course Numbering System. Working closely with the Registrar's Office and other institutional partners, the position resolves discrepancies between Banner and the academic catalog, while managing curriculum workflow timelines to ensure timely and accurate approval and the implementation of new and revised programs and courses.

The role also supports course scheduling operations by monitoring key data elements—including course attributes, funding codes, distance learning indicators, and associated fees—to ensure accuracy and compliance with institutional reporting requirements. In addition, the position provides operational guidance to academic advisors and the course schedules, helping ensure alignment with university academic policies and procedures, including support for General Education recertifications and backup coverage for academic compliance functions.

This position also includes project management responsibilities, coordinating cross-functional initiatives in curriculum management, academic scheduling, and compliance tracking. The role manages project timelines, facilitates collaboration across units, and leads or supports initiatives that improve operational workflows, enhance data accuracy, and strengthen administrative processes across the college.

Additionally, the position supports the textbook adoption process by coordinating faculty submissions and monitoring compliance with institutional deadlines. The role also assists academic programs in meeting Florida Board of Governors and institutional requirements by tracking syllabus submissions in Canvas and maintaining syllabus records to support accreditation, reporting, and audit readiness.

Opened in 2025 and powered by a University of South Florida record $40 million gift from Arnie and Lauren Bellini, USF's Bellini College of Artificial Intelligence, Cybersecurity and Computing is the first in Florida, and among the first in the nation, to unify AI, cybersecurity, and computing within a single college. More than 65 faculty members focus on cutting-edge research and educating 3,000+ bachelor's, master's, and doctoral students across 15 degree programs in computer science, cybersecurity, AI, information technology, and computer engineering. The college emphasizes industry-relevant education and experiential learning to prepare students for real-world challenges. It also serves as the central hub for AI and cybersecurity research and teaching at USF, collaborating with colleges and units across the university.

Responsibilities

Curriculum, Catalog, and System Accuracy

• Reviews and evaluates curriculum and course proposals and serves as the college approver in Curriculog for undergraduate and graduate programs.
• Supports the Curriculog approval process and catalog updates, ensuring alignment with the State Course Numbering System (SCNS) and university policies.
• Coordinates with the Registrar's Office and other institutional partners to identify and resolve discrepancies between Banner and the academic catalog.
• Tracks curriculum approval timelines and supports the timely implementation of new and revised courses within institutional systems.
• Monitors course scheduling data to ensure accuracy of course attributes, funding codes, distance learning indicators, and associated fees.
• Assists in identifying opportunities to improve curriculum workflow processes and supports the development of standardized procedures that enhance the efficiency and accuracy of academic administrative systems.

Academic and Program Administration

• Provides operational management support and guidance to academic advisors and staff by interpreting academic policies, clarifying procedures, and connecting stakeholders with appropriate institutional resources and contacts.
• Reviews and provides oversight of undergraduate 4-year and 2-year academic plans, supporting the development and maintenance of curriculum flowcharts and prerequisite chains to ensure accuracy and alignment with program requirements.
• Coordinates communication strategies with academic programs to ensure timely dissemination of important academic dates, deadlines, and policy updates to students.
• Oversees course scheduling coordination within the college, working closely with the course scheduler to ensure accuracy, consistency, and compliance with university, college, and state reporting requirements.
• Manages and supports key academic compliance processes, including textbook adoption, grade submission monitoring, and accreditation-related documentation, while providing backup coverage to ensure continuity of operations.
• Oversee and support the implementation and maintenance of syllabus template standards and manage the tracking of syllabus submissions in Canvas, maintaining centralized records to support accreditation reviews, audits, and institutional reporting.
• Identifies opportunities to improve administrative processes related to academic program operations and leads or supports cross-functional projects that enhance efficiency, compliance, and service delivery across the college

Textbook Adoptions and Compliance

• Oversee the textbook adoption process for the college by coordinating submissions from incoming and current faculty and ensuring alignment with institutional timelines and requirements.
• Monitors compliance reports and implements communication strategies, including reminders and guidance to faculty and academic units, to ensure timely submission of required adoption information.
• Ensures textbook adoption processes comply with university policies and federal guidelines, including monitoring, reporting accuracy, and addressing compliance issues as they arise.
• Collaborates with academic units and institutional partners to improve textbook adoption workflows, streamline processes, and enhance compliance tracking and reporting

Qualifications

Minimum Requirements

This position requires a master's degree in education, or a field of study related to the academic program and one (1) year of relevant academic experience, or a bachelor's degree in those same fields with a minimum of three (3) years of experience

Degree Equivalency Clause: Four years of direct experience for a bachelor's degree.• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:• (a) Two years of direct experience for an associate degree;• (b) Four years of direct experience for a bachelor's degree;• (c) Six years of direct experience for a master's degree;• (d) Seven years of direct experience for a professional degree; or• (e) Nine years of direct experience for a doctoral degree• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.• Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Preferred Requirements

A master's degree in higher education administration, public administration, business administration, or a related field. Experience in academic administration within a higher education environment, including curriculum management, academic catalog maintenance, or course scheduling. In addition to working with academic administrative systems such as Curriculog and Banner or comparable student information and curriculum management platforms. Demonstrated experience with project management, process improvement initiatives, and cross-functional coordination; Project Management Professional (PMP) or similar certification preferred.

This position requires strong organizational and prioritization skills. Detail-oriented and adept at meeting deadlines while managing multiple tasks. Demonstrates clear and effective communication, both orally and in writing. Possesses a solid understanding of programmatic accreditation requirements, policies, and procedures to ensure compliance and support institutional goals

About Us

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF's rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida's best large employers, ranked No. 1 among the state's 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

About USF

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 2