Academic Operations Coordinator

ProPivotal; Cambridge (MA); Hybrid; Full time

Job summary

A leading company in academic staffing seeks an Academic Operations Coordinator to enhance student engagement within a first-year undergraduate program. This hybrid position requires strong organizational skills and experience in academic support, with responsibilities spanning from logistical coordination to student advising. The ideal candidate will have a high school diploma and substantial administrative experience, proficient in office software and social media.

Qualifications

• Minimum five years of experience in administrative or academic program support roles.
• Strong communication and organizational skills.
• Proficiency with standard office software and social media.

Responsibilities

• Coordinate academic advising logistics and serve as a resource to students.
• Oversee community activities and support student wellbeing.
• Manage program operations including budget tracking and event planning.

Skills

Interpersonal skills

Organizational skills

Logistical skills

Communication skills

Office software proficiency

Social media proficiency

Education

High school diploma or equivalent

Bachelor’s degree or higher

Tools

Concur software

Job description

Academic Operations Coordinator

The Academic Program Coordinator plays a vital role in supporting an innovative, student-centered learning community designed for first-year undergraduate students. This position combines program operations management with student engagement, focusing on coordinating academic advising logistics, facilitating community activities, and ensuring smooth execution of program events and resources. This is a hybrid position, combining remote and on-site work. The hourly rate for this role ranges from $32.00 to $37.00, depending on experience and education. Occasional early morning, evening, and weekend support for program activities and events is required.

Key Responsibilities

• Coordinate and support academic advising logistics and serve as a resource to students within the program
• Oversee community activities and shared spaces, supporting student wellbeing and their transition to university life
• Promote student participation and leadership in program events and activities
• Manage program operations including budget tracking, purchasing, travel arrangements, recruitment, event planning, communications, and marketing
• Plan and coordinate logistics for the annual field trip (including domestic and international travel), covering transportation, housing, meals, and health and safety compliance
• Maintain program supplies and coordinate purchasing for classes and events
• Develop and manage the program’s web presence and produce marketing materials such as posters and brochures
• Serve as liaison between the program and other organizational departments to facilitate collaboration
• Collaborate with resource development teams to assist in planning and executing donor stewardship and fundraising events

Qualifications

Required:

• High school diploma or equivalent
• Minimum five years of experience in administrative or academic program support roles
• Strong interpersonal, organizational, logistical, and communication skills
• Proficiency with standard office software and social media platforms

Preferred:

• Bachelor’s degree or higher
• Experience supporting a senior leader with a busy calendar
• Proficiency with Concur software

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