Academic Portfolio Coordinator

Arizona State University · United States

Job Profile: Administrative Operations Specialist 2 Job Family: Administrative Operations Time Type: Full time Apply before 11:59 PM Arizona time the day before the posted End Date. Minimum Qualifications: Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved. Job Profile Summary: Supports and instructs those served by the department with routine to intermediate queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records. Job Description: Are you highly organized, detail-oriented, and comfortable working across multiple initiatives simultaneously? Do you have strong communication skills, a working knowledge of academic approval processes, and the ability to track and report progress using project management tools and systems? Then apply today for this Academic Portfolio Coordinator opportunity! ASU EdPlus is a dynamic unit of Arizona State University focused on the design and scalable delivery of digital teaching and learning models to increase student success and reduce barriers to achievement in higher education. We advance the economic, social, cultural, and overall health of the local, national, and international communities served by ASU. Want to know more about working at EdPlus? Click here! We are seeking highly organized, detail-oriented, and collaborative Academic Portfolio Coordinator to join our Academic Portfolio Management team. Every day you will make a difference in the lives of others by overseeing the digital immersion program launch cycle, resource management, and digital immersion course management. You will play a crucial role in ensuring that program launch operations run smoothly across teams. You will coordinate the intake of new program requests and support their review and tracking through the entire launch process. You will coordinate communication between the Academic Portfolio Management team and the Provost’s Office regarding all program launch initiatives, and ensure program launch tasks are meeting deadlines. In addition, you will track progress through project management tools (such as AirTable and Jira) and provide regular updates regarding the status of program launches, course approvals related to launches, and presentation preparations. NOTE: This is an in-person, hybrid position. You must be able to reliably commute to Scottsdale AZ. Essential Duties: Program and Course Approval Coordination

• Coordinate the intake and tracking of new academic program requests from submission through final approval and launch, including managing the completion, tracking, and notification of official internal forms and related documentation.
• Support the intake, review, and approval tracking of new course requests associated with program launches; serve as a liaison for post-course approval activities to support program implementation and launch readiness in collaboration with instructional designers, Finance, and Colleges’ business managers.

• Track program and course launch milestones using project management tools and shared tracking systems (e.g., Airtable, Jira); monitor deadlines, dependencies, and risks related to program launch initiatives.
• Support preparation of presentations, documentation, and briefing materials for leadership and stakeholder meetings.

• Serve as a central point of contact between the Academic Portfolio Management team and the Provost’s Office for program launch initiatives.
• Facilitate clear, timely communication regarding requirements, deadlines, approvals, and next steps; follow up with teams to ensure required actions are completed and escalation occurs when needed.
• Maintain organized records of communications, decisions, and approvals.

• Develop and maintain a thorough understanding of academic portfolio and program launch processes, applying project management best practices to support efficient and effective workflows.
• Utilize, maintain, and continuously improve tracking tools and systems to ensure visibility, accuracy, and accountability.
• Demonstrate a willingness to learn and adapt to new technologies that support operational processes.

• Bachelor’s degree or higher in a related field.
• Demonstrated strong organizational skills with the ability to manage multiple projects simultaneously.
• Experience using project management tools such as Airtable, Jira, or similar platforms.
• Evidence of strong attention to detail and the ability to identify inconsistencies in project tracking and documentation.
• Demonstrated comfort pulling and summarizing data from reporting platforms and dashboards; experience preparing basic presentations or recap documents.
• Evidence of proactive communication to keep stakeholders informed and aligned.
• Demonstrated ability to work effectively in a fast-paced, collaborative environment across multiple teams.
• Demonstrated enthusiasm for higher education and the ASU mission.

• Describe your experience coordinating complex processes or projects that involved multiple stakeholders, deadlines, and required approvals. What tools or methods did you use to track progress and ensure tasks were completed accurately and on time?
• Provide an example of how you have served as a central point of contact between teams (e.g., academic units, leadership, operations). How did you ensure clear communication, documentation, and follow-up when requirements or timelines were complex or changing?

• Healthcare
• Financial Security
• Retirement
• Family Resources
• Tuition Reduction (Eligible ASU Employee, their dependents and spouse.)
• Discounts

• Cover letter
• Resume or CV