Academic Program Coordinator Jobs in Wellesley, MA

JOB DESCRIPTION:

Under the direction of the Director of Administration and Finance, the Academic Program Coordinator independently manages key academic program operations for the Electrical and Computer Engineering Department (ECE), including the ECE Visitor Program, graduate course catalog and semester schedule support, and MS program logistics, alongside undergraduate and graduate committee leadership, degree-record and accreditation support, student employment coordination, and event-support duties. This individual provides administrative support for academic programs; assists with course scheduling, curriculum documentation, and ABET/Student Outcomes and program review reporting; gathers the visitor information needed to support visa and immigration processing for visiting students and scholars; and coordinates the semesterly TA and HCA recruitment, hiring, onboarding, and timesheet approval process. This individual also provides administrative leadership for the undergraduate and graduate committees — serving as a key point of contact for current students and prospective applicants — and collects and analyzes program data to inform recommendations to department and college leadership.

Assignments are often varied and complex, requiring ingenuity and independent judgment. This individual serves as a go-to resource for the department — identifying problems, recommending solutions, and maintaining the smooth day-to-day rhythm of a busy academic engineering department.

2.   Minimum Qualifications

Education & Experience:

·      Bachelor's degree required; Master's degree in higher education or a related field strongly preferred (may substitute for professional experience).

·      Minimum of 2–4 years of progressive administrative experience in a fast-paced office environment; experience in a university or academic setting strongly preferred.

·      Knowledge of academic program administration, degree/course record management, and cross-office compliance coordination, including accreditation and program review reporting (e.g., ABET/Student Outcomes); ability to independently manage a specialized program area (e.g., visiting scholar/student administration) and support course catalog and scheduling systems (e.g., Banner).

·      Experience or familiarity with international student/scholar visa and immigration processes (e.g., SEVIS) preferred.

·      Experience supporting student employment or personnel processes (recruitment, hiring, onboarding, timesheet approval) preferred.

·      Demonstrated experience serving as a primary point of public contact in a multi-constituent environment (students, faculty, visitors, vendors), including experience leading or facilitating committee meetings.

·      Experience collecting and analyzing programmatic data (e.g., enrollment, retention, time-to-degree) using tools such as Banner reporting, Excel, or program assessment platforms (e.g., Heliocampus) to inform recommendations preferred.

·      Experience coordinating event logistics and preparing communications materials, including web content and print materials.

Skills & Competencies:

·      Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) required; proficiency with Banner or a comparable student information system, and familiarity with HR/timesheet systems (e.g., Workday), strongly preferred.

·      Demonstrated ability to manage competing priorities, make sound independent decisions, and carry out complex assignments with minimal supervision.

·      Excellent written and verbal communication skills, including the ability to draft professional correspondence, presentations, and reports on behalf of the department.

·      Outstanding interpersonal and customer service skills; ability to interact professionally and warmly with individuals at all levels, including students, faculty, senior administrators, and industry guests.

·      Ability to lead and facilitate committee meetings and represent the department's interests to faculty and college stakeholders.

·      Comfort working with data and reporting tools — collecting, organizing, and analyzing programmatic data (including via Banner and program assessment platforms such as Heliocampus) to identify trends and support recommendations.

·      High level of discretion and ability to handle confidential information with professionalism and sound judgment.

·      Strong organizational skills with attention to detail and follow-through; resourceful and committed to building deep institutional knowledge of department programs, faculty, and university resources.

·      Knowledge of Electrical and Computer Engineering and academia a plus.

3.   Key Responsibilities & Accountabilities

Bold text below indicates responsibilities added within the last two years.

Percent of Time

1

Academic Program & Course Operations

·      Course scheduling logistics, registration, room assignments, catalog/curriculum documentation for all UG and MS program needs

·      Coordinating with college advising; advising students/faculty on academic policy

·      Maintaining degree and course records; ABET/Student Outcomes and Program Assessment reporting

·      Supporting accreditation and program review data

·      Assisting the Assistant Director for Academic Programs in ECE and the Assistant Dean for Undergraduate Education with catalog/schedule maintenance and updates

30%

2

Undergraduate & Graduate Committee, Admissions, and Student Affairs

·      Administrative leadership for the Committee and Associate Chair for Graduate Studies on admissions/recruitment

·      Maintaining and recommending updates to the graduate handbook/guidebook

·      Leading committee meetings, taking minutes, representing the committee at faculty meetings

·      Primary point of contact for current UG, MS and PhD students and prospective applicants

·      Advisor selection coordination and recordkeeping in collaboration with the Associate Chair for Graduate Studies

·      Planning/coordinating recruitment and student events; event budget support in coordination with the Administrative Specialist in ECE and relevant faculty.

·      Collecting and analyzing data on candidacy, placement, attrition, time-to-degree, stipends, recruitment/admissions/retention, and student feedback — and routing recommendations to the Senior Business Manager, department executive committee, and COE Grad student services

30%

3

Visitor Intake for Visa Processing

Serve as the department's point of contact for incoming visiting students and scholars who require visa or immigration support. Collect required intake information (invitation details, funding source, appointment dates, host faculty information) and route for approval. Track visitor timelines and proactively follow up with host faculty and visitors to prevent processing delays.

20%

4

Support student employment requests, including the semesterly TA and HCA recruitment, hiring, and onboarding processes and timesheet approvals; complete ad hoc projects as assigned by the Chair and Director of Administration and Finance.

20%

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