Academic Affairs Coordinator

Virginia Tech; Blacksburg (VA); On-site; USD 49,000 - 55,000; Full time

Job summary

Virginia Tech's College of Architecture, Arts, and Design seeks a full‑time academic affairs coordinator to support undergraduate programs, advising, and faculty services in the Office of the Dean. You will manage forms in Banner, Hokie Spa, and DocuSign, coordinate advisor assignments, assist curriculum and honorifics committees, and help organize awards and commencements.

This on‑site role in Blacksburg requires strong organizational, communication, and confidentiality skills, with occasional

Qualifications

• Administrative experience in higher education or a professional setting.
• Knowledge and skills with Microsoft Office (Word, Excel, Outlook) and Google applications (Docs, Sheets, Gmail).
• Strong organizational and communication skills.
• Ability to manage and prioritize overlapping timelines.
• Experience with organizing or maintaining confidential records or files.

Responsibilities

• Managing undergraduate student forms and documents and filing academic affairs records.
• 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.
• Supporting curriculum committee by tracking and organizing proposals, sending invites, assisting with reviewer assignments and agenda creation, and documenting actions.
• Supporting honorifics committee by sending invites, assisting the chair, and documenting actions.
• Organizing the college’s annual awards ceremony and spring commencement ceremony.
• Issuing notifications of documented student absences to faculty.
• Managing academic affairs deadlines throughout the academic and calendar year.
• Handling inquiries from students, faculty, and staff.
• Collaborating with team on recruitment, orientation, advising, retention, and graduation tasks.
• Maintaining a high level of interaction with colleagues across the college and Office of the Dean.

Skills

Administrative experience

Microsoft Office

Google applications

Strong organizational skills

Communication skills

Time management

Confidential records handling

Education

Bachelor’s Degree or significant relevant work experience in higher education

Tools

Banner

DocuSign

BDM - Banner Document Management

Job description

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, the Director for Academic Advising and Student Success, the Director of Undergraduate Recruitment, and a team of 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 demonstrate strong communication, interpersonal, organizational, time‑management, and problem‑solving skills, maintain a service‑minded and responsive demeanor, and uphold confidentiality in accordance with FERPA and university policies.

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.) and filing 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.
• Supporting the college curriculum committee by tracking and organizing undergraduate and graduate course proposals, sending meeting invites, assisting the committee chair with reviewer assignments and agenda creation, and documenting committee actions.
• Supporting the college honorifics committee by sending meeting invites, assisting the committee chair, and documenting committee actions.
• Organizing the college’s annual awards ceremony and spring commencement ceremony.
• Issuing notifications of documented student absences to faculty.
• Managing academic affairs deadlines throughout the academic and calendar year.
• Handling in‑person, e‑mail, and phone inquiries from students, faculty, and staff.
• Collaborating with fellow members of the academic affairs team on tasks related to recruitment, orientation, academic advising, retention, and graduation.
• Maintaining a high level of interaction with colleagues across the college and in the Office of the Dean.

Required Qualifications

• Administrative experience in higher education or a professional setting.
• Knowledge and skills with Microsoft Office (Word, Excel, Outlook) and Google applications (Docs, Sheets, Gmail).
• Strong organizational and communication skills.
• 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 experience 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

$49,000 - $55,000 per year

Hours per week

40 hours per week

Review Date

Monday, August 3, 2026

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.

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, ethnicity or national origin, political affiliation, race, religion, sexual orientation, or military status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.