Coordinator of Academic Affairs Operations

About Roanoke College

Roanoke College is a place where every student who works hard has the opportunity to succeed. We champion potential, providing essential learning and leadership through innovative academic programs and transformative educational experiences, giving students the mettle, mindset, and empathy to pursue lives of purpose, build meaningful careers, and meet society’s most pressing needs. Located in scenic Salem, Virginia, Roanoke College is an intimate, welcoming community that has served the local region and beyond for nearly 200 years. Now, we’re building on momentum and offering a Roanoke experience for today’s students and a legacy that belongs to every Maroon. Learn about the College's new strategic plan, Imagine Roanoke: A Strategic Plan for Roanoke College and the 21st Century Learner.

Roanoke College is a nationally ranked residential liberal arts college affiliated with the Lutheran Church (ELCA), located in the beautiful Roanoke Valley of Virginia. A Phi Beta Kappa institution, Roanoke College is an equal opportunity employer and actively seeks diversity among its faculty, staff, and students; women and members of under-represented groups are especially encouraged to apply.

The Position

Manages the operations of the Dean’s Office Suite (VPAA and Dean of the College, AVP for Academic Operations, AVP for Curriculum and Advising, and others as appropriate) effectively and professionally by coordinating Academic Affairs programs, ceremonies, budgets, and reimbursements/payments; provides additional administrative support as needed to other offices and committees that operate under Academic Affairs.

Key Responsibilities:

Coordinates with the Executive Assistant for the VPAA as needed to assist in the efficient operation of the office:

• Receives visitors; answers calls; schedules appointments.
• Arranges orderly storage of office documents.
• As necessary, supervises student assistants and/or clerical help.
• Inventories and maintains office and kitchen supplies

Supports AVPs:

• Receives visitors; answers calls; arranges meetings; schedules appointments; makes travel arrangements; and maintains calendars for two AVPs.
• Prepares responses to routing correspondence, processes correspondence, reports, etc.; prepares preliminary drafts of various reports and memos under the direction of the AVPs.
• Handles room reservations, invitations, meal arrangements, and other tasks to assist with programming related to New Faculty Orientation, General Education, Intensive Learning, Global Engagement, and Faculty Development.
• Manages Intensive Learning Travel application process.
• Manages collection and storage of course syllabi.
• Assists as needed with A/V and videoconferencing technology in meeting rooms.

Oversees the budgets and processes payments/reimbursements

• Manages Academic Affairs budgets; reconciles budgets and credit card expenses, handles procurement processes.
• Maintains faculty Professional Life Accounts and start-up funds.
• Contract payments:
  • Supplies to HR for payment signed, full-time contracts and adjunct/overload contracts.
• Stipend payments:

o Works with AVPAO to determine stipend amounts for independent studies/internships/tutorials, and Pathways experiences.

o Manages reimbursement requests from Professional Life Accounts.

o Receives stipend information on

§ faculty grants from Faculty Development Committee;

§ faculty development from AVPCA;

§ faculty positions from Executive Assistant for VPAA and AVPCA.

o Supplies to HR all stipend information above for payment.

• Award payments:

o Student end of year awards

o Faculty awards

Manages, coordinates, and directs major Academic Affairs ceremonies and events:

• Commencement: chairs the Commencement Operations Group to coordinate commencement activities campus-wide; works with chief faculty marshal, chaplain, campus safety, campus store, Colket Center, buildings and grounds, dining services, health services, alumni relations, president’s office, registrar’s office, band director, and media as well as various outside vendors; updates webpages and corresponds with seniors and families. Coordinates rehearsal. Troubleshoots in real time during the planning and execution of events.

• Opening Convocation: coordinates with the VPAA, chief faculty marshal, director of orientation, band/choir directors, and other offices as appropriate; prepares slide show presentation; manages staging, process/recession, and timing; coordinates rehearsal.

• Process all invitations for social events sponsored by the VPAA, including the Dean’s Opening of School Picnic; tenure and promotion reception; direct-report dinner; “Welcome Back” pot-luck luncheon for staff; Dean’s Exemplary Teaching and Service/Professional Life award reception; Dean’s Breakfast at Commencement.
• Helps facilitate faculty presence at Baccalaureate.
• Perform other duties as assigned.

Education, Experience, Skills, and Abilities:

• High school diploma or equivalent required; associate’s degree preferred.
• Five or more years of experience at an administrative assistant level or higher, preferably at an educational institution.
• Excellent communication skills, both verbal and written.
• Excellent quantitative skills, for budget management.
• Ability to work effectively both independently and as a member or leader of teams.
• Ability to develop effective working relationships with a wide range of personalities at all levels of the College.
• Ability to problem-solve under tight deadlines and de-escalate situations.
• Discretion and experience working with confidential information.
• Proficiency with Microsoft Office Suite, including OneDrive and Teams.
• Excellent organizational and project management skills.
• Event planning experience for large events, including budget management.