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Job ID: 184705

Academic Operations Coordinator and Advisor
Simmons University

Date Posted Apr. 28, 2022
Title Academic Operations Coordinator and Advisor
University Simmons University
Boston, MA, United States
Department College of Social Sciences, Policy and Practice
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Educational Services
    Counseling Services

Academic Operations Coordinator and Advisor

Main Campus - Boston, MA


The Academic Operations Coordinator and Advisor will serve as a central point of operations for the online programs in the College of Social Sciences, Policy and Practice ("CSSPP"): assisting students and managing key operational processes for select programs. This role will assist with managing Core Team meetings, helping to set the agenda, manage meeting minutes, document critical path items, and assisting the Program Director in resolving outstanding issues. The Academic Operations Coordinator and Advisor will collaborate with the Assistant Director of Operations, CSSPP and the Program Director(s) to understand operational and support needs, set and manage deadlines, provide operational support to live student experiences (i.e. Immersions), and provide administrative support in the accreditation processes. The Academic Operations Coordinator and Advisor will work with cross-functional teams at Simmons and with our online partner to manage programmatic needs across functions and, occasionally, across modalities (online and on-campus).

In addition, this role will serve as the primary contact for student advising in select programs, and will facilitate student success by defining and implementing proactive strategies that help students stay on track to fulfill their educational goals. The Academic Operations Coordinator and Advisor is responsible for building supportive and personalized relationships with students, managing expectations of program requirements, and providing opportunities to help students stay connected to the Simmons community. The Academic Operations Manager and Advisor will counsel students on University policies, procedures, program degree and practicum requirements, and related academic matters.

As part of this role, the Academic Operations Coordinator and Advisor will lead both large groups (online formal presentations) and one-to-one virtual sessions with students to advise them of degree requirements, to provide guidance regarding course selections and sequence, to provide technical assistance with add/drop and course enrollment, to conduct formal and informal audits of academic transcripts, and in general to provide counsel regarding the best methods for students to achieve their educational objectives and satisfy degree requirements.

This is a Boston-based, 40 hour per week (exempt) job reporting to the Assistant Director of Operations.

Academic Operations Responsibilities:
  • Assist with maintaining accreditation for our Master of Public Health (MPH) and programs in our School of Social Work (SSW); provide support to the Program Director, manages data collection, and works closely with a cross functional team to support the process;

  • Help set the agenda and document minutes and open items.
  • Distribute minutes and weekly agenda

  • Facilitate and participate in processes to ensure successful operations (i.e., book ordering, syllabi maintenance);
  • Oversee accurate exchange of data between individuals and teams; liaise with online partner and the Registrar's Office to ensure seamless enrollment and registration processes;
  • Work with admissions, registration and Student Success to conduct degree audits;
  • Manage and communicate student projections in collaboration with graduate admissions and online partner; maintain accurate programs of study for each student; assist recruiting team with staffing needs by term, manage master faculty contact list and track teaching history;
  • Approve and sign petitions for status change, graduation, reinstatement and readmission as authorized by the Faculty Program Director;
  • Approve and certify students' programs of study for fulfillment of graduation requirements; approve and verify proposed changes to programs and assist students in their completion; determine if all requirements such as general education, major, grade point average and total units have been met;
  • Identify and implement new processes, in collaboration with faculty, to improve the student experience.

Accreditation Support:
  • Assist with maintaining accreditation for our Master of Public Health (MPH) and programs in our School of Social Work (SSW); provide support to the Program Director, manages data collection, and works closely with a cross functional team to support the process;

  • Assist with project details and schedule;
  • Serve as liaison across multiple offices;
  • Edit documentation to be reviewed by faculty leadership;
  • Under the guidance of researchers, organize and summarize program data, including administering surveys and other data-collection tools, as necessary.

Immersion and Practicum Support:
  • Support the Faculty Program Director in the preparation and planning for MPH Immersions;

  • Track students and faculty attendance;
  • Liaise with outsourced support providers;
  • Organize key logistics for the Boston program, including space and event planning, guest speaker arrangements and stipends, course material preparation;
  • Support Program Director and faculty in the design and logistics to support the student culminating experience, including a community practicum placement and fieldwork.

Student Advising Responsibilities:
  • Provide operational and administrative support for the program and to faculty leadership to ensure the success of the program;

  • Coordinate with admissions, faculty and the Registrar to ensure that sufficient live sessions are set up to support upcoming number of students in each section/ term;
  • Track student progression to ensure enrollment numbers align with registration and recruiting needs;
  • Provide logistical and communication assistance to support program immersions;
  • Collaborate with student support on a variety of tasks including, but not limited to student concerns, registration, program wide communications and various projects;

  • Advise students on University policies, the student handbook, the Student Foundations course (in collaboration with Student Support), procedures, program requirements, practicum requirements, and all other academic matters;

  • Provide periodic outreach and communications to students about new policies and frequently asked questions by students.

  • Track and report on student progress to Program Director, Course Leads and Section Instructors;

  • Proactively monitor student progress, identify students who may be at risk, implement strategies in collaboration with the faculty, measure and help support academic success.

  • Lead and facilitate intradepartmental meetings regarding complex student issues;
  • Manage student handbook iterations and collaborate with faculty leadership regarding changes to policy;
  • Provide students with preemptive guidance on acclimating to their new graduate online program lifestyle and building supportive personal environments and best practices to facilitate their student success;

  • Assist, educate and coach students in best practices on how to be a successful online student;
  • Must stay current in trends and needs in online learning and adult learners

  • Coach students through the reinstatement process and expectations of Academic Review Board hearings;
  • Serve as the main point of contact for all disputes and various other administrative needs of the students;
  • Develop strong proficiency in the Learning Management System and supporting analytics and reporting;
  • Serve on admissions committee as a file reviewer and provide support for admissions process.

  • Bachelor's degree from an accredited college or university required;
  • Minimum of two years of professional experience, administrative or coordinator experience preferred;
  • Two or more years of academic advising or equivalent experience (i.e. roles requiring extensive student contact, or positions that entail a high level of customer service management);
  • Experience advising and/or teaching online programs preferred;
  • Proven ability in developing strong relationships through a variety of means (including remote engagement) and experience in professional coaching/advising others required;
  • Excellent oral and written communication skills;
  • The ideal candidate will possess strong time management, customer service, problem solving and interpersonal skills, will be adaptable to new and rapidly changing situations, will be creative and innovative and demonstrate the ability to work independently and with a team. Ability to successfully resolve student issues from request through resolution;
  • Comfort with online webinar technology using audio, video and shared desktop applications (i.e. Adobe Connect, Zoom, Webex, GoToMeeting, Skype);
  • Proficiency with Microsoft Office, Google Suite, and presentation software;
  • The ability to effectively work with multiple databases and student platforms;
  • Must have a strong commitment to education;
  • This position will require flexible hours, some nights and weekends will apply on occasion.

Required Application Materials:
  • Resume
  • Cover Letter
  • Contact information for three references

Salary Grade

Instructions to Applicants: Please upload all applicable application materials (e.g. resume/cv, cover letter, writing sample, teaching philosophy, etc.) in the Application Materials box on page 2 ("My Experience") of this application. Documents can be uploaded individually or as a combined document (e.g. PDF).

Simmons University is committed to inclusive excellence in all aspects of an individual's community experience. As a university committed to diversity, equity, and inclusion, Simmons encourages applications from all under-represented groups. Simmons is committed to creating, developing, promoting, and enhancing inclusive hiring practices-at all levels, for all positions-ensuring diverse talent pools and the delivery of a consistent positive candidate experience. Simmons is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body, and curriculum.

To apply, visit

Located in Bostons historic Fenway area, Simmons College is a small, private, non-sectarian College which has educated students for enriching careers and purposeful lives since 1899. Working at Simmons means joining a collaborative, diverse and mission-driven community of educators and professionals.

We prepare students to be leaders for themselves, their communities and the world. Our faculty and staff members lead by example - sharing a commitment to excellence and putting the students first.

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