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 colleges 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 Deans 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 Coordinators 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 colleges 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.

Required Qualifications

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

Preferred Qualifications

Bachelors 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 DocuSign or a similar electronic file sharing software

Pay Band

3

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Regular

Salary Information

Salary range is $49000 - $55000 per year

Hours per week

40 hours per week

Review Date

Monday August 3 2026

Additional Information

The position is on-site with some flexibility for occasional telework (up to one day per week) based on scheduling and circumstances. On rare occasions work after hours may be required.

The successful candidate will be required to have a criminal conviction check.

About Virginia Tech

Dedicated to its mottoUt Prosim(That I May Serve) Virginia Tech pushes the boundaries of knowledge by taking a hands-on transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world Virginia Tech is aninclusive communitydedicated to knowledge discovery and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36000 undergraduate graduate and professional students in eightundergraduate colleges aschool of medicine aveterinary medicinecollegeGraduate School andHonors College.The university has a significant presence across Virginia including Blacksburg the greater Washington D.C. area the Health Sciences and Technology Campus in Roanoke sites in Newport News and Richmond and numerousExtension officesandresearch institutes.A leading global research institution Virginia Tech conducts more than $650 million in research annually.

Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance. These valuable contributions to university shared governance provide important representation and perspective along with opportunities for unique and impactful professional development.