Operations Assistant Jobs in Needham, MA (NOW HIRING)

The Assistant Director of Academic Operations provides comprehensive administrative and operational leadership for doctoral program administration within the College of Arts & Sciences, with primary responsibility for admissions, accreditation, student records, and program coordination. The role collaborates closely with faculty and academic leadership to support clinical training processes, student progression, and community engagement.

In addition, the Assistant Director supports faculty governance operations, including committee coordination and documentation, and ensures alignment of key academic materials such as the faculty manual and academic catalog with approved governance actions. The position also oversees college-level web content management, contributes to event planning and student engagement initiatives, and manages select administrative functions, including faculty funding processes and internal communications. This role requires strong organizational, communication, and project management skills, as well as the ability to manage complex, cyclical academic processes.

Primary Responsibilities:

Doctoral Program Support

• Collaborate closely with the Director of Clinical Training (DCT), Assistant Director of Clinical Training (ADCT), Clinical Training Coordinator (CTC), and Administrative Services Manager (ASM) to support the administration of the doctoral program.
• Manage and execute the full admissions cycle in partnership with the Office of Graduate Admissions, including application review logistics, faculty assignment, Slate processing, interview weekend coordination, and oversight of waitlist and offer processes.
• Support APA accreditation processes, including preparation of annual reports and self-studies, coordination of site visit logistics, and maintenance of accurate records and web content.
• Maintain and manage student records, program data, and tracking systems to ensure accuracy and compliance.
• Coordinate orientation and onboarding for incoming doctoral cohorts.
• Develop and manage communication systems for current students, faculty, and alumni to foster engagement and streamline information sharing.
• Support doctoral program operations, including research milestones (e.g., proposals, dissertations), clinical training placements (practica and internships), annual student evaluations, and program communications (shared inbox management).

Faculty Governance Support

• Provide administrative support for faculty governance bodies, including scheduling, room reservations, agenda development, and preparation of meeting materials.
• Serve as recorder for standing committees, including the Graduate Curriculum Committee and Educational Policy Committee; prepare agendas and publish meeting minutes.
• Provide support as needed for additional committees, including the Undergraduate Academic Shared Committee and Undergraduate Curriculum Committee.
• Support CAS Faculty Assembly operations, including agenda preparation and documentation of proceedings.

Content & Web Management

• Serve as primary point of contact for College of Arts & Sciences (CAS) web content; ensure accuracy and make updates within the CMS.
• Support the annual revision of the CAS academic catalog, including direct CMS updates.
• Coordinate the editing and publication of the CAS Faculty Manual, ensuring alignment with actions and policies approved through faculty governance processes.
• Assist in maintaining internal platforms, including CAS Faculty Teams sites and Canvas workspaces.
• Coordinate with academic departments and the Office of Marketing & Communications to update and align marketing materials with official academic content.

Events & Program Support

• Support planning and execution of CAS events as needed, including commencement, faculty recognition events, and faculty retreats.
• Assist with onboarding, orientation planning, and student engagement initiatives.
• Support admissions and recruitment events through year-round planning, logistics coordination, and cross-campus collaboration.

General Administrative Support

• Administer faculty funding processes, including coordinating application cycles, tracking submissions, and supporting review and disbursement workflows.
• Monitor and manage the Dean's Office shared email account, ensuring timely responses, appropriate triage, and escalation as needed.
• Maintain and update departmental and college listservs to support effective internal communication.
• Support Teaching Assistant (TA) and Research Assistant (RA) programs, including application coordination and tracking.
• Provide administrative support for First-Year Seminar and cross-college programs, including course entry, schedule updates, and coordination of experiential learning activities (e.g., field trips, guest speakers).
• Additional duties may be assigned as needed to support departmental and college priorities.

Requirements

• Bachelor's degree required; Master's degree preferred
• At least 3+ years of relevant professional or administrative experience, preferably in higher education
• Demonstrated ability to manage complex, multi-phase projects (e.g., admissions cycles, accreditation, or governance processes) with a high degree of independence
• Strong analytical, organizational, and problem-solving skills, with the ability to develop and improve administrative systems and workflows
• Excellent written and verbal communication skills, including experience drafting, editing, and managing official or policy-related documents
• Proven ability to build and maintain effective working relationships across teams and organizational levels
• Experience handling sensitive or confidential information with discretion
• Proficiency with Microsoft Office and ability to learn new technologies quickly
• Must be able to occasionally work evenings and weekends as needed for events

Suffolk University provides salary ranges as a good faith estimate of what it reasonably expects to pay for a role at the time the position is posted. The actual salary offered to the selected candidate will depend on various factors, including, but not limited to, the position's scope and responsibilities, the candidate's experience, education, training, and applicable legal requirements. The listed pay range reflects base salary only and does not include additional benefits or compensation.

Suffolk University does not discriminate on the basis of race, color, ethnicity, religion, national origin, sex, gender, gender identity or expression, sexual orientation, age, disability, military status, or any other characteristic protected by applicable law. We welcome applications from qualified candidates of all backgrounds, perspectives, and experiences. The University strives to recruit, develop and retain faculty and staff committed to educational excellence, the robust exchange of ideas, and engage in membership in a diverse and inclusive community.