What are the responsibilities and job description for the Academic Affairs Coordinator position at Virginia Commonwealth University?
Unit: Office of the Provost
Department: Academic Affairs
Duties & Responsibilities
The VCU Office of the Provost seeks an Academic Affairs Coordinator to support and coordinate priority initiatives within the academic affairs unit. Reporting to the Academic Affairs Project Specialist, this role contributes to a broad portfolio of work, including academic operations, policy development and implementation, innovative academic planning, academic agreement management, and project coordination.
The coordinator will play a key role in the lifecycle of academic agreements, including drafting, reviewing, tracking, and ensuring compliance. This role will also support institutional processes such as audits, accreditation efforts, academic policy development, and project coordination. In addition, this position requires strong organizational skills, attention to detail, and the ability to grow into increasing levels of responsibility and autonomy over time. This role is designed to evolve as the coordinator gains experience, with opportunities to take on increased ownership of agreement management and compliance processes.
The coordinator will work closely with the Specialist and appropriate VCU units as directed to ensure agreements meet legal requirements, align with university policies, and support institutional goals.
Key Responsibilities
Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.
FLSA Exemption Status: Non-Exempt
Hours per Week: 40
Restricted Position: No
ORP Eligible: No
Flexible Work Arrangement: Hybrid
University Job Title: 10111N - Coordinator AA 1
Department: Academic Affairs
Duties & Responsibilities
The VCU Office of the Provost seeks an Academic Affairs Coordinator to support and coordinate priority initiatives within the academic affairs unit. Reporting to the Academic Affairs Project Specialist, this role contributes to a broad portfolio of work, including academic operations, policy development and implementation, innovative academic planning, academic agreement management, and project coordination.
The coordinator will play a key role in the lifecycle of academic agreements, including drafting, reviewing, tracking, and ensuring compliance. This role will also support institutional processes such as audits, accreditation efforts, academic policy development, and project coordination. In addition, this position requires strong organizational skills, attention to detail, and the ability to grow into increasing levels of responsibility and autonomy over time. This role is designed to evolve as the coordinator gains experience, with opportunities to take on increased ownership of agreement management and compliance processes.
The coordinator will work closely with the Specialist and appropriate VCU units as directed to ensure agreements meet legal requirements, align with university policies, and support institutional goals.
Key Responsibilities
- Support and coordinate the drafting, review, and management of academic agreements, including those related to partnerships, faculty collaborations, and interdisciplinary initiatives
- Coordinate components of the academic agreement lifecycle, including intake, tracking, review, and documentation
- Maintain and enhance an organized inventory system for academic contracts and compliance documentation, ensuring materials are accurate, up to date, and accessible
- Support and progressively lead compliance audits of academic agreements for units with delegated signature authority from the Provost, ensuring adherence to university policies and best practices
- Prepare proposals, reports, presentations, handbooks, and guidance materials for internal and external stakeholders (e.g., departments, schools/colleges, committees)
- Coordinate documentation and materials for accreditation, audit, and compliance-related processes
- Conduct research and analysis to support academic policy development and implementation
- Track project status and coordinate next steps across multiple stakeholders
- Provide responsive, high-quality customer service to academic affairs stakeholders
- Coordinate project management activities across academic affairs initiatives, including tracking timelines, deliverables, and key milestones
- Maintain project documentation, including timelines, action items, and status updates
- Develop and maintain standardized templates, workflows, and process documentation to improve operational efficiency
- Bachelor’s degree required; Master’s degree preferred
- 1–3 years of relevant professional experience in higher education, administration, compliance, project coordination, or a related field
- Demonstrated experience drafting, editing, or reviewing professional documents (e.g., agreements, reports, policies, proposals, or formal correspondence)
- Experience managing or supporting multiple projects, workflows, or processes simultaneously, including tracking deadlines and deliverables
- Experience maintaining organized records, databases, or tracking systems (e.g., contract inventories, document repositories, CRM systems, or similar tools)
- Demonstrated experience coordinating with multiple stakeholders (e.g., faculty, administrators, external partners) to complete projects or processes
- Experience researching, analyzing, and summarizing information to support decision-making, reporting, or policy development
- Demonstrated ability to interpret and apply policies, procedures, or guidelines in a professional setting
- Experience managing sensitive or confidential information
- Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.
- Experience working in a higher education environment, particularly within academic affairs or central administration
- Understanding of academic policies, governance structures, or institutional processes within a university setting
- Experience drafting, reviewing, or managing contracts, agreements, or other formal institutional documents
- Experience supporting compliance, audit, risk management, or accreditation-related activities
- Experience coordinating cross-functional projects involving multiple departments or units
- Experience using project management or workflow tracking tools (e.g., Smartsheet or similar platforms)
- Experience developing or contributing to training materials, guidance documents, or process documentation
- Experience preparing materials for senior leadership, committees, or external stakeholders
Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.
FLSA Exemption Status: Non-Exempt
Hours per Week: 40
Restricted Position: No
ORP Eligible: No
Flexible Work Arrangement: Hybrid
University Job Title: 10111N - Coordinator AA 1
Salary : $50,000