Bilingual Academic Affairs CoordinatorSpanish

Theoria Technical College Llc; Carlsbad (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

Theoria Technical College Llc is seeking an Academic Affairs Coordinator to provide support to students and faculty, ensuring seamless academic operations. This role involves advising students on course planning, managing communication, and maintaining academic records.

The ideal candidate will demonstrate experience in academic advising, strong communication skills, and a commitment to student success, with bilingual Spanish capabilities strongly preferred.

Qualifications

• Experience in academic advising or comparable student services role.
• Strong interpersonal, written, and verbal communication skills.
• Ability to manage multiple student interactions accurately.

Responsibilities

• Serve as first contact for student academic inquiries.
• Provide guidance on course planning and degree progress.
• Coordinate communication between students and faculty.

Skills

Academic advising

Communication Skills

Detail & Follow‑Through

Technical proficiency

Confidentiality

Tools

Orbund

Canvas

Microsoft Office

Job description

Theoria Technical College – Academic Affairs Coordinator

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 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.
• 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 close‑outs, 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.
• 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.