Bilingual Academic Affairs Coordinator-Spanish

Theoria Technical College Llc; Carlsbad (CA); On-site; USD 52,000 - 78,000; Full time

Job summary

Theoria Technical College is seeking an Academic Affairs Coordinator to support students with academic advising, program planning, and timely progression. You will work under the CAO and coordinate with faculty and Student Services to ensure smooth academic operations across systems.

You will manage course guidance, track academic alerts, and assist with onboarding, attendance, and term processing. Bilingual Spanish and English is strongly preferred to support a diverse student body.

Qualifications

• Experience in academic advising, student services, or a related student-facing role in postsecondary education.
• Strong interpersonal, written, and verbal communication skills; ability to work patiently with students.
• Detail orientation and ability to manage multiple student interactions with follow-through.
• Proficient with student information systems and learning management systems.
• Confidential handling of student information in line with FERPA and privacy expectations.
• Commitment to student-centered education and alignment with institutional mission.

Responsibilities

• Serve as a first point of contact for student academic questions and inquiries.
• Provide guidance on course planning, program pathways, and degree/certificate progression.
• Issue and track academic alerts for at-risk students and ensure timely follow-up.
• Coordinate with faculty and Student Services on attendance and SAP concerns.
• Support student orientation, onboarding, and ongoing check-ins.
• Upload approved documents to LMS (Orbund) and SIS; verify course shells and rosters.
• Provide logistical coordination for faculty onboarding and RSI expectations.
• Assist with routine academic operations, term start-up, and end-of-term processing.
• Maintain RSI documentation and accreditation-related records.

Skills

Academic advising

Communication

Attention to detail

Technical proficiency

FERPA confidentiality

Cultural fit

Tools

Orbund

Canvas

Job description

Position Overview

The Academic Affairs Coordinator provides day-to-day academic support to Theoria Technical College students and serves as a key operational resource for the Academic Affairs team. Working under the direction of the Chief Academic Officer and in close collaboration with the Sr. Academic Affairs Advisor and Senior Program Manager, the Coordinator helps ensure that students receive timely academic guidance, that faculty receive responsive coordination support, and that day-to-day academic operations move smoothly and accurately across the institution’s platforms. The role centers on student academic success, accurate execution of academic actions, and reliable communication and follow-through. Bilingual capacity in Spanish (in addition to English) is strongly preferred.

Key Responsibilities

Student Academic Advising & Support

• Serve as a first point of contact for student academic questions, concerns, and inquiries.
• Provide guidance to students on course planning, program pathways, and degree or certificate progression.
• Issue and track academic alerts for at-risk students; coordinate timely follow-up to support persistence and completion.
• Coordinate with faculty and Student Services on attendance, engagement, and Satisfactory Academic Progress (SAP) concerns.
• Support student orientation, onboarding, and ongoing check-ins.

Phone & Email Communication

• Provide phone support for student academic inquiries during business hours.
• Manage academic email outreach, including welcome messages, course reminders, attendance follow-ups, and general academic communications.
• Coordinate communication between students and faculty when required, ensuring messages are routed accurately and addressed in a timely manner.
• Where applicable, communicate directly with Spanish-speaking students in their preferred language to ensure equitable access to academic support.

LMS, SIS & Document Operations

• Upload approved academic documents to the LMS (Orbund) and SIS, including syllabi, course materials, and announcements, as directed.
• Verify accurate posting of course shells, instructor information, and student rosters at the start of each term.

Theoria Technical College · Academic Affairs Academic Affairs Coordinator — DRAFT

• Track grade submissions, attendance entries, and student engagement records; flag missing or late submissions for CAO follow-up.
• Maintain orderly digital files for student academic records in coordination with the Registrar and the Senior Program Manager.

Faculty Coordination Support

• Provide logistical coordination for faculty across scheduling, course materials, and routine communications.
• Support new faculty onboarding, including orientation to Orbund, syllabus standards, and Regular & Substantive Interaction (RSI) expectations.
• Assist faculty with student outreach and retention efforts as directed.
• Facilitate timely communication between faculty and the Academic Affairs team.

Academic Operations Support

• Support the CAO, Sr. Academic Affairs Advisor, and Senior Program Manager in execution of routine academic operations including term start-up, course closeouts, and end-of-term processing.
• Track and document student-facing academic incidents (academic integrity issues, grievances, attendance concerns) in coordination with Academic Affairs and Student Services.
• Support the documentation of Supervised Field Experience (SFE) records in coordination with Operations Compliance.
• Maintain version-controlled student-facing documents and forms across institutional templates.

Accreditation Support

• Maintain orderly records of student–faculty interaction and student support activities in support of Regular & Substantive Interaction (RSI) documentation.
• Support the CAO in compiling student-facing academic evidence for accreditation reviews (academic alerts, communication logs, advising records).
• Assist with audit-ready preparation of student academic records for ACCJC, ACCET, and BPPE review.

Qualifications

Required

• Experience: Demonstrated experience in academic advising, student services, or a comparable student-facing role in a postsecondary or educational setting.
• Communication Skills: Strong interpersonal, written, and verbal communication skills; ability to work patiently and constructively with students.
• Detail & Follow-Through: Demonstrated ability to manage multiple student interactions accurately and follow through to resolution.
• Technical: Proficient with student information systems, learning management systems (Orbund, Canvas, or comparable), and standard office productivity tools.
• Confidentiality: Demonstrated handling of confidential student information consistent with FERPA and institutional privacy expectations.
• Cultural Fit: Commitment to a student-centered, mission-driven approach to education; alignment with Theoria’s mission in early childhood education and workforce development.

Preferred

• Bilingual Spanish: Fluency in both Spanish and English (written and spoken). Bilingual capacity is strongly preferred and will be considered a significant asset.

Theoria Technical College · Academic Affairs Academic Affairs Coordinator — DRAFT

• Postsecondary Familiarity: Prior exposure to accreditation processes, Title IV-readiness work, or early childhood education programs.
• Cross-Cultural Experience: Experience working with students from diverse cultural and linguistic backgrounds.

Working Relationships

• Direct Supervisor: Chief Academic Officer.
• Peers: Sr. Academic Affairs Advisor; Senior Program Manager — collaborative coordination across Academic Affairs operations.
• Cross-Functional Partners: Student Services, Operations & Compliance, Registrar, faculty, Admissions.
• Primary External Audience: Theoria students and faculty.

Acknowledgment

By signing below, the position holder acknowledges receipt of this job description, agreement that it accurately reflects the role as understood, and confirmation that any additional duties not captured here have been added during the review process and are reflected in the final version.