Job Openings

Assistant Program Coordinator

Job ID: BH506885

Category: Administrative Assistant

Specialty: Administrative

Assistant Program Coordinator

Must Haves:
– Bachelor’s degree
– Administrative experience
– Computer skills (Microsoft Suite, Google Suite)

– Experience working in higher education
– Program coordination experience

The Academic Program Coordinator reports to the Department Director and is responsible for the academic operations (graduate, undergraduate) in the Department of Mechanical Engineering. The position will assist with all academic activities including recruitment activities, organize events, assist with course scheduling.

Essential Function 1 – 30%

Program Management
• Undergraduate administration:
? Support students with course registration issues and maintain department wait lists
? Lead the Senior Design Project administration, team formation, scheduling, communications with students
? Maintain database and assign student advisors and transfer students
? Coordinate senior town hall meeting and exit interview
• Graduate administration:
? Maintain student records and database administration from student entry to completion
? PhD exam administration (includes qualifier, prospectus, thesis)
? PhD registration for research credits in system for all semesters
? Send regular notifications to students about their program progress and important milestones

Essential Function 2 – 30%

Recruitment & Admissions (Graduate, Undergraduate)
• Support the Senior Program Coordinator and Master’s Administrator with recruitment process; reviewing and assigning application in the Web Admit system.
• Organize recruiting activities such as open houses, program content, and marketing & communication plans.
• Update program planning sheets and monitor the department website to ensure academic information is current
• Ensure faculty volunteers are present for Undergraduate Open Houses

Essential Function 3 – 30%

Course Scheduling
• Maintain course waitlist and execute lab block audits
• Assist with course documentation in preparation for academic year course planning. Documentation includes teaching load survey to faculty, collating faculty teaching load responses, rollover of previous year’s course, prepare time block matrices, and upload proposes courses into Google Calendar to identify and mitigate conflicts.
• Analyze course enrollments year to year to ensure course offerings are relative to the incoming class.
• Survey classroom needs in preparation for upcoming semester

Essential Function 4 – 10%

General Academic Administration
• Distribute faculty teaching and advising evaluations (additional department support is available for this task)
• Events: Organize and execute events in support of the department’s programming (Senior Design, Open Houses, Grad Holiday Party, etc.)
• Keep a forms repository for version control (handbooks, program planning sheets, petition forms, etc.) • Monitor the general academic email inbox for requests or issues
• Assist with student COIVD compliance
• Other special projects assigned by the department director or department chair

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract to Direct

Location: Boston, Massachusetts