Academic Affairs Assistant

Semester at Sea; Fort Collins, Northern (CO, KY); Hybrid; USD 18,000 - 26,000; Part time

Job summary

Semester at Sea seeks an Academic Affairs Assistant to support data entry and CRM systems within the Academic Affairs team. The role balances daily data management with cross-departmental coordination to keep workflows running smoothly.

The ideal candidate is detail-oriented, adaptable, and able to handle varying priorities across the academic cycle. Part-time, hourly schedule with on-site work in Fort Collins, CO.

Qualifications

• Associate’s degree or equivalent required.
• Strong interpersonal, written, and verbal communication skills.
• Proficiency with data entry and office software.

Responsibilities

• Input data across platforms (Salesforce, Resco, Google Sites) accurately.
• Build reports and update dashboards in Salesforce for cross-functional teams.
• Create surveys and extract responses using Google Forms, Salesforce, Moodle and Qualtrics.
• Manage collection and organization of faculty deliverables during course development cycles.
• Audit and update departmental spreadsheets, CRM reports, and Word documents.
• Review course offering history and enrollment data to support leadership decisions.

Skills

Data management

Communication

Multitasking

Attention to detail

Adaptability

Education

Associate’s degree or equivalent

Tools

Salesforce

Resco

Google Sites

Moodle

Qualtrics

Google Drive

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Academic Affairs Assistant

Part Time

7 days ago Requisition ID: 1562

Job Title: Academic Affairs Assistant

Reports to: Manager of Academic Programs

FLSA Status: Non-exempt, regular, part-time

Term: Part-time position, paid hourly

Schedule: 15-19 hours worked per week during ISE business hours (8 a.m. - 5 p.m., Monday - Friday); two mornings per week (4 hours per day) will be worked in the ISE home office

Salary Range: The starting pay for a new employee in this role is $15.81 per hour

Mission

Journeys of discovery that spark bold solutions to global challenges.

Position Description

As a member of the Academic Affairs team, the Academic Affairs Assistant provides administrative and operational support across the department. This role balances daily data entry and systems management—frequently within our Salesforce CRM—with cross-departmental coordination to keep workflows running smoothly. Daily priorities and tasks vary throughout the year to align with the higher education academic cycle and immediate department needs. The ideal candidate is an adaptable, detail-oriented professional who ensures our academic data and resources remain accurate, organized, and accessible.

Essential Duties and Responsibilities

Data Systems & CRM Management:

• Input data efficiently and accurately for routine deployment across multiple platforms, including Salesforce, Resco, and Google Sites.
• Build customized reports and update dashboards in Salesforce to seamlessly share academic information with cross-functional teams.
• Construct surveys and extract student and faculty responses utilizing Google Forms, Salesforce, Moodle, and Qualtrics.

Academic Operations Support:

• Manage the collection, labeling, and organization of faculty deliverables during course development cycles.
• Audit and update departmental spreadsheets, CRM reports, and Word documents to ensure consistent data accuracy.
• Review and compile course offering history and student enrollment data to assist leadership with recommendations for the Frequently Offered Course list.
• Develop and update interdepartmental academic reference documents.

Departmental Administration:

• Update department-specific information on the organization's website and Intranet.
• Develop and maintain a suite of standardized Google Drive templates.
• Assist with departmental expense tracking and reporting.
• Manage the digitization, conversion, and validation of multimedia collections for the ship’s onboard entertainment system.
• Perform additional duties as assigned, adapted to the needs of the academic cycle and department priorities.

Required Qualifications and Skills

Education & Core Competencies

• Associate’s degree (or an equivalent combination of education and experience).
• Strong interpersonal, written, and verbal communication skills.
• Acute attention to detail, strong organizational skills, and a high degree of resourcefulness and initiative.

Technical Skills

• Proficiency in Google Workspace/Google Docs Editors Suite (Drive, Docs, Sheets, Sites, Forms, etc.)
• Proficiency in Microsoft Office Suite with strong fundamental skills in Excel and Word.
• High proficiency with various technologies and a proven ability to quickly learn and adapt to new software systems.

Professionalism & Execution

• Competence in multitasking, task prioritization, and basic project coordination.
• Demonstrated ability to maintain professional office standards regarding confidentiality, process adherence, and workflow protocols.
• Flexibility, adaptability, and a positive approach to changing departmental needs and seasonal cycles.
• Flexibility, an open mind, and a positive approach to changing department needs.
• Appreciation for global education and the ability to professionally champion ISE's mission.

Preferred Qualifications

• Familiarity or exposure to CRM software (specifically Salesforce) or website content management systems (CMS).
• Prior experience working within higher education administation or study abroad programs.
• Basic familiarity with media digitization and file conversion (e.g., video/audio encoding or file transfers).
• Alumni of the Semester at Sea® program.

Working Conditions

• Occasional evening/weekend/holiday work may be required as job duties demand.
• This position requires work performed in an office environment.

Physical Requirements of the Job

• The majority of work time requires sitting, bending at neck, waist, legs and arms; twisting body; and changing positions at will. Occasional standing, walking, stopping, bending, kneeling and reaching.
• Requires repetitive motions with hands and fingers such as keyboarding, use of telephones, cell phones, etc.
• Requires close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus.
• Work requires close attention to detail and accuracy and varies in nature with periodic interruptions.
• Computer and phone work at a desk for the majority of the day.
• Prior Starting rate of pay for a new employee in this role is $15.81 per hour.
• Paid wellness leave (4 hours per month)
• Wellness program (physical, mental, and financial)

Application Deadline:Please submit your application on or before Tuesday, September 15, 11:50 p.m. EST.

Failure to submit your application according to any or all of the above criteria may limit consideration for the position.

Please direct your position-specific questions to Human Resources at [e-mail] . Please, no phone calls.

The Institute for Shipboard Education | Semester at Sea® is an equal opportunity employer. We encourage anyone, regardless of race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, g ender identity or expression, pregnancy, or any other classification protected by law, to apply.