Academic Affairs Coordinator

Job Description

The College of Architecture, Arts, and Design (AAD) is seeking a full-time academic affairs coordinator to join our undergraduate academic affairs and advising team. The position is in the Office of the Dean, reports to and works closely with the Associate Dean for Academic and Faculty Affairs; and with our Director for Academic Advising and Student Success, Director of Undergraduate Recruitment, and our seven professional academic advisors to provide administrative, student, and faculty support across the college’s four schools and fifteen undergraduate majors.

The successful candidate will have demonstrably strong communication skills (verbal and written); effective interpersonal, organizational, time-management, and problem-solving abilities; a thoughtful, responsive, and service-minded demeanor in their daily interactions with a diverse group of colleagues and constituents (including students, faculty, staff, alumni, prospective students and families) as a representative of the Dean’s Office; the capacity to engage with a wide range of people, connecting them to the most appropriate resource, office or staff member to address their concerns;

and will be joining an invested team in a dynamic academic environment. Responsiveness, attention to detail, and the ability to handle sensitive information and maintain a high level of confidentiality in accordance with FERPA, college and university guidelines and policies are critical for this role. The Academic Affairs Coordinator will have a high level of interaction with colleagues across the college, and in the Office of the Dean.

Some of the Academic Affairs Coordinator’s key responsibilities include:

• Managing undergraduate student forms and documents (e.g., force-adds, transfer credit requests, adding/dropping minors and secondary majors, credit overloads, course substitutions, incomplete grades, etc.), filing of academic affairs documents.
• Processing forms in Banner and Hokie Spa.
• Managing and signing forms in Docusign.
• Indexing student forms in Banner Document Management (BDM.).
• Managing academic advisor assignments for all AAD majors and minors.
• In collaboration with the associate dean, supporting the college curriculum committee (tracking and organizing undergraduate and graduate course proposals, sending meeting invites, assisting the committee chair in reviewer assignments and agenda creation, documenting committee actions.)
• In collaboration with the associate dean, supporting the college honorifics committee (sending meeting invites, assisting the committee chair, documenting committee actions).
• In collaboration with the associate dean, organizing the college’s annual awards ceremony and spring commencement ceremony.
• Issuing notifications of documented student absences to faculty
• Management of academic affairs deadlines throughout the academic and calendar year
• Handling in-person, e-mail, and phone inquiries from students, faculty, and staff.
• Collaboration with fellow members of the academic affairs team on tasks related to recruitment, orientation, academic advising, retention, and graduation.

The position is on-site with some flexibility for occasional telework based on scheduling and circumstances. On rare occasions, work after hours may be required.

• Administrative experience working in a higher education or professional setting
• Demonstrated knowledge and skills with computer programs, including but not limited to Microsoft Office (e.g. Word, Excel, and Outlook) and Google applications (Docs, Sheets, Gmail.)
• Demonstrated organizational and communication skills
• Demonstrated ability to manage and prioritize overlapping (and often competing) timelines
• Experience with organizing or maintaining confidential records or files

• Bachelor’s Degree, or significant relevant work experiences in higher education
• Knowledge and understanding of FERPA
• Experience using student information systems such as Banner.
• Project Management experience
• Experience with Docu Sign, or a similar electronic file sharing software

3

Non-Exempt:
Eligible for overtime

Regular

Sa…