Academic Affairs Coordinator

About the role

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.

Responsibilities

• 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.

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:

• 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 DocuSign, or a similar electronic file sharing software.

Pay

Pay Band 3
Overtime Status: Non-Exempt: Eligible for overtime
Appointment Type: Regular

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.