Academic Affairs Coordinator

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

The successful candidate will have demonstrably strong communication skills (verbal and written); effective interpersonal, organizational, time-management, and problem-solving abilities; a responsive, attentive, and service-oriented demeanor in their daily interactions with a diverse group of colleagues and constituents (including students, faculty, staff, parents, 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 a dynamic and invested 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 with staff and faculty members in the Office of the AAD Dean.

Some of the Academic Affairs Coordinator’s key responsibilities include:
• Processing undergraduate student forms and paperwork in Banner (force-adds, transfer credit requests, adding/dropping minors and secondary majors, credit overloads, course substitutions, advisor assignments, etc.) and tracking incomplete grades.
• Class timetable and enrollment management support for AAD
• Electronic filing of student forms to Banner Document Management
• Tracking and organizing undergraduate and graduate course proposals and supporting the college’s curriculum committee
• Compiling data and managing spreadsheets
• Issuing notifications of documented student absences to faculty
• Assisting with the academic affairs team with scholarships management
• Supporting the college’s honorifics committee and annual awards ceremony
• Management of important deadlines throughout the academic and calendar year
• Handling in-person, e-mail, and phone inquiries from students, parents, and faculty/staff.
• Collaboration with the academic affairs team on tasks related to recruitment, orientation, academic advising, retention, and graduation.

The College of Architecture, Arts, and Design at Virginia Tech affirms our collective responsibility to encourage, build, and embrace the polyculturalism of our world. We do this by acknowledging and addressing our past, recognizing our current responsibility, and acting in the interests of building and sustaining communities that are truly safe, supportive, and inclusive for all. Our commitment is to continually and proactively engage in these processes for the benefit of our students, staff, and faculty across the college, and the communities around the world we aim to serve.

• Administrative experience working in a higher education or professional setting
• Demonstrated knowledge and skills with computer programs and information systems, including but not limited to Microsoft Office (e.g. Word, Excel, and Outlook) and Google applications (Docs, Sheets, Gmail.)
• Excellent organizational and communication skills
• 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 databases such as BANNER
• Project Management experience
• Experience with DocuSign, or a similar electronic file sharing software

• Letter of interest
• Professional resume
• Three professional references

4

Regular

Salary range is $43,000 - $48,000 per year

November 14, 2024

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.

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

Dedicated to its motto, Ut 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 an inclusive community dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. The university has a significant presence across Virginia, including the Innovation Campus in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerous Extension offices and research centers. A leading global research institution, Virginia Tech conducts more than $500 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.