Academic Affairs Coordinator

About Zaytuna College

Zaytuna College is America’s first accredited Muslim liberal arts college that offers undergraduate and graduate degrees. A central goal of the College is to reintegrate the once vital and influential voice of Muslim thought and erudition back into the ongoing conversation of great ideas, which is informed largely by shifting Western values, and to do so within the context of our new, globalized society and in the manner articulated by the College’s mission statement: “to educate and prepare morally committed professionals, intellectuals, and spiritual leaders, who are grounded in the Islamic scholarly tradition and conversant with the cultural currents and critical ideas shaping modern society.”

Position Summary

The Academic Affairs Coordinator plays a vital role in ensuring the smooth operation of academic functions at the College. Reporting to the Senior Director of Effectiveness and Planning (who also serves as the Accreditation Liaison Officer and a member of the Deans’ Cabinet), this position serves as a backup to the Registrar and a designated backup Designated School Official (DSO) for support of the international students. The Coordinator is responsible for facilitating key academic operations, compliance activities, data reporting, and cross-departmental coordination to support the academic mission of the institution. The position requires a strong understanding of the operational elements of a small college.

Essential Functions

Academic Operations

• Support day to day administrative processes to open and close each academic term.
• Coordinate book orders and distribution with the faculty.
• Conduct classroom readiness walkthroughs and promptly address classroom needs.
• Manage the inventory of academic materials, supplies, and instructional support items.
• Serve as a backup to the Registrar & PDSO (as the DSO, or designated school official for international students).
• Act as the liaison to the marketing and communications team for the academic calendar.
• Coordinate updates to the website and social media regarding academic deadlines, events, and policy announcements.
• Regularly offer campus tours to visitors through streamlined and efficient protocols.
• Assist, as needed, in scheduling meetings on behalf of the Deans.

Student, Alumni, and Faculty Support

• Develop and maintain a multiple academic and career resources for students and alumni.
• Plan and organize annual career fairs, workshops, and related student engagement events.
• Collaborate with the Student Affairs Coordinator, Office Manager, and other offices to ensure campus learning spaces meet student and faculty needs year-round.

Catalog & Policy Management

• Project manage the annual revision of the college catalog.
• Coordinate policy updates and gather stakeholder input on new and revised policies.

Information Management & Analysis

• Collect, analyze, and report on data related to, and not limited to: course records, syllabi maintenance, attendance and absence trends, student achievement (GPA, retention, graduation, completion rates), faculty course loads, academic events, and other areas.
• Use Populi, the student information system, to identify trends in academic performance.
• Prepare internal and external reports to support academic decision-making, particularly used by the Academic Affairs Committee, Faculty Affairs Committee, and Deans’ Cabinet.

Academic Records & Compliance

• Review select academic protocols and monitor faculty and student activity for compliance.
• Assist in maintaining academic records, ensuring accuracy and confidentiality.
• Support the Accreditation Liaison Officer (supervisor) in preparing documentation for accreditation reviews and visits.

Academic Event Coordination

• 1. Serve as the point person for all academic visitors and for academic events, including orientation, commencement, colloquia, and special guest lectures.
• 2. Collaborate with other offices (Facilities, AV, Dining, Events, etc.) to ensure seamless execution.

Meeting Support

• Attend and take accurate minutes during department and cross-functional meetings.
• Represent the Academics Department in internal and external meetings as assigned.

Other Duties

• Occasionally support bookstore pop-up operations during major public events.
• Occasionally support the Events & Hospitality team administratively or operationally, especially during large events (e.g., commencement, student orientation, etc.).
• Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Duties, responsibilities, and activities are subject to change, preferably with adequate notice.

Education Qualifications

Minimum of a bachelor’s degree, or a combination of transferable work experience and certifications

Required Experience and Skills

• 4+ years of administrative or operations experience.
• Working experience in an office or academic environment.
• Strong analytical skills and experience with data reporting and interpretation
• Agility in learning new processes and software tools.
• Maturity in handling confidential matters.
• Excellent written and verbal communication skills
• Strong organizational and multitasking abilities.
• Familiarity with student information systems, or the like, and an ability to draw insights from system data
• Basic knowledge of accreditation and compliance requirements in higher education
• Proficiency with Microsoft Office Suite, calendar/project management tools (e.g., Asana or similar).
• Collaborative and diplomatic in cross-functional teamwork.
• Comfort in working in a small organization where individuals wear multiple hats.
• Comfort in taking initiative and continuously learn.

Preferred Experience and Skills Qualifications

• Experience at a small college or institution
• Familiarity with SEVIS and international student regulations
• Experience supporting accreditation processes
• Proficiency with spreadsheet tools, reporting software, and database systems
• Familiarity with the Muslim community

Work Hours

Standard workweek of Monday through Friday during standard business hours. Occasional evening or weekend hours as scheduled in advance to support special meetings and campus events.

Working Conditions

• Occasional lifting (up to 25 lbs) and mobility required for walkthroughs or checking equipment.
• Mostly desktop computing and online or in-person meetings, and some movement with walking and driving between the buildings.

Employment Requirements

• Legally authorized to work in the United States
• Successful completion of a background check, if asked

How to Apply

Please send a resume and a cover letter to employment@zaytuna.edu.

Zaytuna College is an equal opportunity employer.