Academic Records Assistant Jobs (NOW HIRING)

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.``