Coordinator, Academic Affairs - Northwest Florida State College

Northwest Florida State College; Florida; On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health insurance for employee and dep.

College-paid retirement with 3% FRS

Optional dental and vision insurance

Paid leave accrual (sick and vacation)

Paid holidays and breaks

4-day workweek (36 hours)

Free event tickets

Job summary

Northwest Florida State College is seeking a Coordinator, Academic Affairs to support the VPAA and manage day-to-day operations of the Office of the Vice President. You will coordinate budgets, purchasing, curriculum priorities, and numerous academic affairs initiatives.

You’ll train staff, prepare official documents, maintain tracking tools, and ensure timely reporting and accreditation-related work. A strong emphasis on accuracy and collaboration informs daily tasks.

Qualifications

• Associate's degree plus 2–4 years of relevant experience.
• Proficiency in Microsoft Office Suite.
• Experience with higher education software and data visualization tools (e.g., Canvas LMS, PowerBI).
• Excellent written and oral communication skills.
• Strong organizational and teamwork abilities.
• Discretion with student and personnel matters.
• Bachelor's degree plus 1 year of relevant work experience preferred.

Responsibilities

• Provide clerical support to the VPAA, Deans, and other staff.
• Serve as principal contact for the VPAA for callers and visitors.
• Lead office specialists and train staff where appropriate.
• Prepare and proof official correspondence and minutes.
• Execute and coordinate academic affairs projects and initiatives.
• Coordinate onboarding, policy updates, and related initiatives.
• Maintain the academic affairs project management tool and ensure reporting deadlines.
• Assist in annual reviews, handbooks, catalogs, and publications.
• Pull and disseminate routine enrollment reports.
• Coordinate special projects such as accreditation and institutional effectiveness efforts.
• Maintain confidential files and SharePoint sites; support IT needs.
• Participate in annual mandatory compliance training.

Skills

Microsoft Office

Customer service

Detail oriented

Excellent communication

Teamwork

Discretion

Education

Associate's degree

Bachelor's degree preferred

Tools

Canvas LMS

Coursedog

SharePoint

Banner

PowerBI

Job description

In over 50 years of service, Northwest Florida State College has earned a reputation for educational excellence and community involvement. As part of Florida's public system of 28 state and community colleges, NWFSC offers bachelor's degree programs, associate degrees, and certificates.

Job Description:

The Coordinator, Academic Affairs position is directly accountable to the Vice President of Academic Affairs (VPAA). The position is responsible for the day-to-day operations of the Office of the Vice President in addition to facilitating and coordinating key initiatives and projects on behalf of the VPAA. In particular, the position is expected to assist the VPAA in the administration of various budgets, purchasing, and curriculum related priorities, in addition to the oversight and successful completion of academic affairs related projects, events, and/or initiatives. The individual filling this position is expected to play a positive role in helping the College change as necessary to effectively carry out its mission.

PRIMARY RESPONSIBILITIES:

• Provide clerical support to the VPAA, Deans, and other academic affairs staff as assigned, to include scheduling meetings, booking travel, handling incoming and outgoing mail, completing requisitions and purchase orders, managing Institutional Membership and Hospitality requests, and maintaining office supplies.
• Serve as principal contact for the VPAA for callers and visitors, assess need and urgency, and respond as appropriate.
• Serve as lead among academic affairs office specialists and other support staff, ensuring consistency and effectiveness in the performance of academic affairs related duties and responsibilities. Train office specialists and other support staff where appropriate.
• Prepare and proof official correspondence, memoranda, minutes, presentations, charts, and other documents.
• Execute and coordinate academic affairs related projects, meetings, and/or initiatives.
• Coordinate inter-departmental workflows for Dean, Chair/Director, and faculty onboarding, academic policy updates, and other related academic affairs initiatives.
• Maintain academic affairs Project Management tool and coordinate with the Office of Institutional Research & Effectiveness to ensure state and federal reporting deadlines are met.
• Assist in the coordination of the annual review, editing, and production of handbooks, catalogs, communications, and other publications produced in the Office of Academic Affairs.
• Pull and disseminate routine reports on student enrollments in SAAT degrees and Pathways.
• Assist in the development and implementation of special projects conducted through the Office of Academic Affairs (e.g., accreditation reaffirmation, institutional effectiveness efforts, professional development workshops, etc.).
• Maintain routine and confidential office files, as well as Sharepoint sites; reorganize and purge for efficiency as necessary.
• Act as a liaison with Information Technology (IT) to ensure office technology, equipment, software, and related systems are functioning properly when needed; assist with follow-up, and help ensure technology needs are addressed to support the effective operation of the Office of Academic Affairs.
• As a part of the college's risk management tool annual mandatory compliance training is required.
• Perform such other duties as may be assigned by the VPAA.
• Health insurance for employee and dependent coverage available.
• College-paid basic life insurance for employee with additional coverage for employee and/or dependents at employee's expense
• College-paid retirement with 3% employee contribution to the Florida Retirement System (FRS)
• Optional dental and vision insurance at employee's expense
• Paid leave accrual (sick and vacation/annual leave)
• Paid time off for designated holidays, winter break, and spring break
• 36-hour, 4-day workweek (Monday - Thursday) available to many departments
• Free tickets to designated Mattie Kelly Arts Center and Raider Athletic events

Requirements:

• Associate's degree plus two (2) to four (4) years of relevant experience
• Proficiency in Microsoft Suite (Word, Excel, PowerPoint, and Outlook) required.
• Experience with or the ability to adapt to higher education software, curriculum management platforms, and data visualization tools (e.g., Canvas LMS, Coursedog, Sharepoint, Banner, PowerBI, etc.)
• Detail oriented and a strong desire/ability to complete tasks in a meticulous and organized manner.
• Excellent teamwork and customer service skills.
• Demonstrated excellence in written and oral communication.
• Strong interpersonal and organizational skills.
• Discretion regarding student and personnel matters.
• Bachelor's degree plus one (1) year of relevant work experience preferred.
• Work experience in a higher education setting preferred.

Additional Information:

Classification:Professional I

Grant Funded: No

FLSA Status:Non-Exempt

Application Deadline:Open until filled. Review of applications will begin immediately

If you are disabled and need accommodations in order to participate in the application/selection process, please notify Human Resources before the specified closeout date. In accordance with the Americans with Disabilities Act, NWFSC strictly prohibits the discrimination against qualified individuals with disabilities in job application procedures, hiring, firing, advancement, compensation, job training, and other terms and conditions of employment. Preference will be given to eligible veterans and spouses of veterans for Career Service positions. NWFSC is an Equal Access/Equal Opportunity Institution and a Drug Free Workplace. All qualified persons will be considered on an equal basis. Any applicant's grievance should be addressed to the Human Resources Executive Director.
Northwest Florida State College does not discriminate based on age, color, ethnicity, race, national origin, disability, marital status, pregnancy, religion, genetic information, sex, or any other legally protected classification in its employment practices or its educational programs or activities. For more information, please visit nwfsc.edu/nondiscrimination. Por favor llame a la Oficina de Admisiones de Northwest Florida State College al 850-678-5111 para obtener materiales de la Universidad en Español.