Academic Coordinator II, Design, Marketing, and CADS

Position Title: Academic Coordinator II, Experience Design, Marketing, and CADS

Req : R0005910

Location: Waltham, MA

The position reports directly to the department chairs of Marketing, the department chair of Experience Design, and the director of the Center for Analytics and Data Science. The Academic Coordinator II assists with daily operations within the departments and center served. This position executes professionally and proficiently a wide variety of administrative, technical, and financial services to support the department chairs, director, faculty, and students.

The position is expected to be fully in-person.

• Manage all daily administrative activities within the departments
• With direction from the department chair, act as primary scheduler and organizer for all department(s) activities which may include but are not limited to candidate interviews, committee meetings, faculty retreats, and faculty/student events
• Maintain all department common spaces through various duties including filing and sorting all academic materials and records, cleaning the office area, ordering supplies, and requesting all office repairs and furniture needs
• Manage and maintain all shared office equipment such as printers, copiers and fax machin
• Act as the main point of contact and liaison for all visitors to the department office(s)
• Utilize current software including Office 365 to produce and manage various department materials
• Maintain department databases including office assignment lists, event information, faculty address list, etc.

• Help faculty to proofread, edit, publish, and distribute various academic course materials including syllabi, exams, quizzes, worksheets, course descriptions and other related materials (when needed)
• Utilize current systems (Workday Student, Brightspace, etc.) to manage various registrations and course information; assist faculty and students in troubleshooting any system issues
• Assist with various aspects of faculty hiring, onboarding, and orientation, including managing interview schedules, coordinating campus visits, collecting associated candidate documents, ordering equipment and furniture, coordinate office moves, and requesting access to internal systems and facilities
• Work with Chair and faculty to enter course schedules
• Participate in aspects of future academic planning as it relates to staffing, course scheduling, classroom preferences, and other facets of a busy academic department
• Organize and maintain files and resources including course syllabi, faculty CV and reports, and other documentation related to accreditation processes
• Work with the Business Service Center in paying out invoices and expenses

• Manage the logistics of events the Center runs, including:
  • Helping choose date and time that conflict minimally with other events on campus and fit well with faculty and student schedules
  • Choose and book rooms and food for events
  • Prepare and coordinate the distribution of physical and electronic event announcements (flyers, slides on screens around campus)
  • Support events that happen during business hours by attending to ensure food arrives, take photos for later social media posts
• CADS often has student workers and some of the above tasks can be delegated to them, with the academic coordinator ensuring that the students complete the tasks.
• Oversee and approve hours logged by work study students working for the center
• Meet occasionally with CADS director to receive plans for upcoming events and be ready to support them as described above, and to be a thought partner in the logistics for them

• Hire, train, schedule, and supervise student workers within the department
• May assist with marketing and communications for the department including drafting and sending e-mails to students, maintaining department website and documentation, and other duties
• Continuously improve current skills through all internal training and resources offered
• All other duties as assigned by the supervisor

• HS Diploma or G.E.D. equivalent, Associate's or Bachelor's degree preferred
• 2-4 years of relevant working experience
• Demonstrated proficiency in utilizing MS Office 365 (Word, Excel, SharePoint, and Outlook) or similar software
• Demonstrated proficiency in utilizing team collaboration tools (SharePoint, Teams) or similar collaboration software
• Demonstrated proficiency in Zoom or other remote meeting software
• Demonstrated ability to work with a diverse population
• Preferred experience using various academic support applications including Workday Student, Brightspace, etc.
• Ability to juggle multiple priorities and assignments
• Have a customer service focus and proactively serve the departments and faculty

• Typical office setting with extensive sitting and computer work
• Ability to travel to meetings and events internally and on…