Academic Affairs Coordinator

Title: Academic Affairs Coordinator

Employee Classification: Clerical & Secretarial

Institution: System Office

Department: Academic Affairs

Campus Location: Tennessee Board of Regents System Office

Job Summary

The Academic Affairs Coordinator is responsible for monitoring the Assistant Vice Chancellor’s departmental budgets— including carrying out and monitoring invoicing, contract oversight, facilitating travel approvals, providing support for new budget development, and completing cost estimation for new initiatives analyzing trends, flags discrepancies, and project management. In addition, the Academic Affairs Coordinator collaborates with the office of Business and Finance to coordinates the unit’s annual budget process and ensures the accuracy of all finance reporting and compliance with TBR financial policy. This Academic Affairs Coordinator functions in a cross-functional capacity and maintains a dotted-line relationship to the Executive Director of the Digital Learning Collaborative, providing direct support for workflow development, project coordination, and reporting related to DLC initiatives. The role requires regular interaction with system office staff (e.g., procurement, business and finance), personnel from TBR institutions (e.g., registrars and finance officers), and external partners to ensure the timely execution of financial and contractual activities.

This position may have the opportunity to work remote within the state of Tennessee but with periodic visits to the TBR System Office (Nashville, TN) at the employee’s expense, and potential travel to Tennessee TBR colleges may be necessary.

Job Duties

• 30% - Budgeting: Coordinates the unit’s annual budgets, including accurate tracking of expenditures and revenues. Assist in the development of cost and revenue projections. Work closely with TBR Business and Finance staff to initiate revenue transfers and reconcile budget activity. Utilize enrollment data and other performance indicators to ensure accurate billing and cost allocations. - (Essential)
• 30% - Document Management: Coordinates the process of and administration of contracts essential to the unit’s operations, including vendor agreements, work-for-hire and dual service contracts, and interagency agreements. Track reporting requirements and expiration timelines, ensure timely renewals, and engage in RFP and RFQ processes as appropriate. Review contract-related invoices and monitor disbursements to ensure compliance and accuracy. Participate in project meetings involving contractual components and collaborate with TBR Business and Finance staff as well as campus personnel to support data collection, contract drafting, and the coordination of project workflows. - (Essential)
• 25% - Project Management: Provide project management support to the Assistant Vice Chancellor, including the implementation and maintenance of project tracking tools such as Smartsheet to ensure timely execution, coordination, and documentation of initiatives. - (Essential)
• 10% - Travel: Coordinate and process travel approvals and reimbursements in accordance with TBR and state travel policies for unit staff. - (Essential)
• 5% - Support TBR goals and initiatives by performing other duties and assignments as requested. - (Marginal)
  
  

Minimum Qualifications

• Associate’s degree and a minimum of 3 years of relevant experience OR a high school degree/GED and a minimum of 5 years of experience OR a comparable combination of education and experience
• Demonstrated proficiency using Microsoft Office Suite, with specific emphasis on Microsoft Excel
• Experience coordinating travel arrangements and reimbursements
• Experience with records management
• Experience with bookkeeping and/or budget coordination.
  
  

Preferred Qualifications

• Master’s Degree
• Experience with project management approaches, and/or with Smartsheet.
• Experience working in higher education or state government
  
  

Knowledge, Skills, And Abilities

• Requires ability to liaison with senior staff, support staff, and institutional administrators.
• Must possess excellent oral and written communications skills.
• Proficient in MS Word, Excel, Power Point, and Outlook.
• Proficient in financial analysis, accounting, and financial modeling.
• Attention to detail in record keeping and file organization.
• Ability to efficiently and effectively manage multiple concurrent projects.
• Ability to work independently and possess much initiative.
• Adept at problem identification and problem solving.
  
  

Physical Demands / Working Conditions