Associate Director, Transfer & Eligibility Specialist

Job Description

Reporting to the Director of Student-Athlete Academic Support Services (SAASS), the Associate Director serves as the primary academic eligibility specialist and is responsible for managing the NCAA transfer eligibility process for all 22 Division I athletic programs at Virginia Tech. This position works closely with the Athletics Compliance Office and the Office of the University Registrar to facilitate the timely and accurate processing of incoming transfer student-athletes and the continuing eligibility certification process. The Associate Director also collaborates with the SAASS advising team to support and maintain processes related to continuing academic eligibility for current student-athletes. This position requires a deep understanding of the NCAA academic eligibility bylaws, along with exceptional communication, attention to detail, and the ability to work effectively in a collaborative and fast-paced environment.

Core Responsibilities:

NCAA Transfer Portal
• Works directly with the Athletics Compliance office to determine initial transfer eligibility
• Completes initial transfer evaluation of transferable courses
• Works directly with the Office of the Undergraduate Registrar and SAASS staff to determine additional transferable courses
• Coordinates collection and review of syllabi from other institutions
• Reviews each prospective transfer student-athlete for multiple potential majors and projected NCAA eligibility
• Coordinates receipt and distribution of official transcripts to appropriate stakeholders
• Facilitates submission of courses for review within General Education during the transfer evaluation process
• Communicates timely updates and outcomes to appropriate stakeholders

Administrative Oversight
• Serves as the primary SAASS oversight for all reporting and communication on continuing eligibility

Job Description

Reporting to the Director of Student-Athlete Academic Support Services (SAASS), the Associate Director serves as the primary academic eligibility specialist and is responsible for managing the NCAA transfer eligibility process for all 22 Division I athletic programs at Virginia Tech. This position works closely with the Athletics Compliance Office and the Office of the University Registrar to facilitate the timely and accurate processing of incoming transfer student-athletes and the continuing eligibility certification process. The Associate Director also collaborates with the SAASS advising team to support and maintain processes related to continuing academic eligibility for current student-athletes. This position requires a deep understanding of the NCAA academic eligibility bylaws, along with exceptional communication, attention to detail, and the ability to work effectively in a collaborative and fast-paced environment.

Core Responsibilities:

NCAA Transfer Portal
• Works directly with the Athletics Compliance office to determine initial transfer eligibility
• Completes initial transfer evaluation of transferable courses
• Works directly with the Office of the Undergraduate Registrar and SAASS staff to determine additional transferable courses
• Coordinates collection and review of syllabi from other institutions
• Reviews each prospective transfer student-athlete for multiple potential majors and projected NCAA eligibility
• Coordinates receipt and distribution of official transcripts to appropriate stakeholders
• Facilitates submission of courses for review within General Education during the transfer evaluation process
• Communicates timely updates and outcomes to appropriate stakeholders

Administrative Oversight
• Serves as the primary SAASS oversight for all reporting and communication on continuing eligibility
• Works with the SAASS Director to compile and submit accurate data relative to NCAA Graduation Success Rate in a timely manner
• Responsible for working with former student-athletes utilizing the NCAA Degree Completion Award Program
• Continuously review internal process for efficiency and effectiveness, and propose changes to support this

Academic Support Services
• Serve on campus committees as assigned.
• Support, enforce and ensure compliance with all federal, state, University, NCAA, ACC and departmental policies and regulations.
• Provide support as needed at the direction of the SAASS Director, including serving in a backup capacity to ensure continuity of operations and to address staffing or workload gaps within the unit.

This role requires availability during evenings, weekends, and over holidays and peak summer periods, aligning with critical NCAA Transfer Portal activity and eligibility certification timelines.

Required Qualifications

• Master’s degree.
• Ability to effectively interact with individuals from various social, cultural, economic and educational backgrounds.
• Ability to work collaboratively and effectively with many constituencies, and able to work in a time sensitive and fast-paced environment.
• Ability to exercise sound judgment and handle confidential information with discretion and according to the Family Educational Rights and Privacy Act (FERPA) guidelines.

Preferred Qualifications

• Extensive knowledge of NCAA rules and regulations.
• Direct experience with NCAA Transfer Portal and continuing eligibility bylaws.
• Experience in the use of technology to accomplish academic or administrative tasks, such as TeamWorks, ARMS, and Banner operating systems.
• Excellent analytical skills, time management, attention to detail and organizational skills.
• Excellent understanding and foresight of impediments to student-athlete eligibility and/or graduation of student-athletes.
• Strong problem solving and troubleshooting skills.
• Excellent communication skills.
• Ability to keep processes moving efficiently within tight time constraints.

Overtime Status

Exempt: Not eligible for overtime

Appointment Type

Regular

Salary Information

80,000.00 - 100,000.00

Hours per week

40+

Review Date

11/14/25

Additional Information

The successful candidate will be required to have a criminal conviction check.

About Virginia Tech

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world, Virginia Tech is an inclusive community dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. The university has a significant presence across Virginia, including Blacksburg, the greater Washington, D.C. area, the Health Sciences and Technology Campus in Roanoke, sites in Newport News and Richmond, and numerous Extension offices and research institutes. A leading global research institution, Virginia Tech conducts more than $650 million in research annually.

Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance. These valuable contributions to university shared governance provide important representation and perspective, along with opportunities for unique and impactful professional development.

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, ethnicity or national origin, political affiliation, race, religion, sexual orientation, or military status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.

If you are an individual with a disability and desire an accommodation, please contact (Tracie Smith) at (tacie03@vt.edu) during regular business hours at least 10 business days prior to the event.

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