Academic Programs Coordinator - Department of Biochemistry

Virginia Tech’s Biochemistry Department in the College of Agriculture and Life Sciences is seeking an Academic Programs Coordinator to support the administrative needs of its undergraduate and graduate programs.

About the role

The Coordinator assists with award and scholarship programs by communicating with student awardees to ensure thank-you notes reach donors. The position serves as the primary liaison between the Graduate School and the departmental graduate committee, working closely with the Undergraduate and Graduate Program Directors. It manages graduate student recruitment visits, advises prospective and current students on programs and applications, and maintains all graduate student records both on paper and in Google Docs. The role also tracks student progress, support mechanisms, qualifying and preliminary exam completions, plans of study, and graduate program assessments, while collaborating with Fiscal staff on graduate student contracts and tuition payments. Additional responsibilities include collecting data on student achievements such as publications and fellowships, and serving as the point person for the Biochemistry Graduate Student Association, undergraduate peer mentors, undergraduate research lab placements, and graduation-related activities.

Responsibilities

• Provide administrative support for undergraduate and graduate academic programs.
• Coordinate award and scholarship programs, ensuring student thank-you notes are sent to donors.
• Serve as liaison between the Graduate School and the departmental graduate committee.
• Manage graduate student recruitment visits and advise students on programs, academic information, and applications.
• Maintain graduate student records in both physical and digital formats (Google Docs).
• Track student progress, including support mechanisms, qualifying and preliminary exam completions, and plans of study.
• Collaborate with Fiscal staff on graduate student contracts and tuition payments.
• Collect and document student achievements such as publications and fellowships.
• Act as the primary contact for the Biochemistry Graduate Student Association, undergraduate peer mentors, undergraduate research lab placements, and graduation activities.
• Organize and provide administrative support for departmental events.

Requirements

• Experience providing administrative support to an academic unit or similar entity.
• Experience coordinating deadlines for academic programs.
• Proficiency with Microsoft Office, Excel, Outlook, Adobe Acrobat, and Google Docs.
• Ability to synthesize, edit, organize, and proofread documents while managing multiple tasks.
• Strong communication skills and the ability to work on multiple tasks simultaneously.
• Experience constructing, using, and managing permissions for digital records.
• Experience handling student records and assisting with grades.
• Skills in word processing, database management, spreadsheet software, calendar management, and email.
• High level of accuracy and attention to detail.
• Competency in grammar, composition, and editing.
• Problem-solving and multitasking abilities with strong organizational skills.
• Knowledge of or ability to learn university policies and procedures.
• Ability to work with sensitive information and maintain confidentiality.

Preferred Qualifications

• Experience with Banner, Hokie Spa, Navigate, and Slate.
• Experience in a university academic support environment.
• Experience with basic social media platforms.

Pay

$44,000–$54,000 annually.

Schedule

40 hours per week. Non-exempt (eligible for overtime). Regular appointment.

About Virginia Tech

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge through a hands-on, transdisciplinary approach to preparing scholars as leaders and problem-solvers. A comprehensive land-grant institution, Virginia Tech enhances the quality of life in Virginia and globally. The university offers over 280 majors to a diverse enrollment of more than 36,000 students across eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. With a significant presence across Virginia—including Blacksburg, the greater Washington, D.C. area, Roanoke, Newport News, and Richmond—Virginia Tech conducts over $650 million in research annually. The university values professional development and shared governance, fostering an inclusive community dedicated to knowledge, discovery, and creativity.