Program specialist / academic advisor

The Program Specialist/Academic Advisor supports the day-to-day operations of graduate degree programs, certificate programs, and other assigned initiatives, guiding students from onboarding through graduation.
Responsibilities include coordinating events and workshops, assisting with various Graduate Academic Services operations, and providing academic advising to both current and incoming graduate students.


This role contributes to Graduate Academic Services’ commitment to delivering a high-quality, personalized student experience by working closely with the internal team and key partners across the College to assess program strengths and weaknesses and identify areas for improvement. While the Program Specialist advises students across all graduate programs, administrative responsibilities may be focused on two or more specific programs.

WHAT YOU WILL DO

Support the Graduate Academic Services team in program preparation such as orientation, resource fairs, skill builder workshops, and social events. Preparation includes but is not limited to communicating with students, responding to program inquiries, scheduling and logistics, organizing and tracking program participation, presenting content, and collaborating with other campus offices as needed.

Collaborate with the Associate Director, Senior Director, and Dean’s office on program calendars and academic schedules.

Manage and maintain documents, materials, and online content critical to program integrity and success and incoming student transition.

Provide relevant program information, support and participate in Graduate Admissions activities, and work with department colleagues and appropriate stakeholders to ensure all prospective and current students receive the necessary support, guidance, and advice regarding Graduate School programs.

Advise students on academic, programmatic, and personal matters (as needed) such as how to register for classes and when orientation occurs. Refer students to appropriate senior team member(s) and campus departments for more complex advising needs. Create in-person and virtual advising schedules; prepare and deliver elective advising presentations as needed.

Assist with student compliance with College and Graduate School policies and procedures and their understanding thereof.

Manage Learning Group creation/section assignments for designated programs. Collaborate with Graduate Admissions, Senior Director of Graduate Academic Services, Faculty Director on all aspects of Learning Groups, including reporting on student issues.

Assist in overall student retention efforts including but not limited to: maintaining student files and academic resource lists, preparing official letters (welcome, announcements), student outreach, related correspondence, and preparing and/or reviewing degree audits.

Collaborate on the management of the Class Rep process including voting and onboarding. Support student-led initiatives as needed.

Schedule and attend all section/class rep meetings. Take notes and collaborate with Graduate Academic Services team on actionable items.

Maintain and track lists of deposited students and student registration in core courses. Collaborate with appropriate departments to ensure students are registered in each cohort and have received up to date transition materials in advance of program start dates. Prepare additional reports as requested.

Support and assist faculty and students in designated programs by providing materials, information, schedules, and announcements as needed and required.

Contributes and may coordinate aspects of signature event planning and execution (e.g., Graduate Academic Services awards and Beta, Gamma, Sigma), including compiling student data, coordinating logistics (e.g., room reservations, speaker and catering confirmations), planning meetings, managing RSVPs, supporting event marketing, and liaising with vendors as needed.

Coordinates department’s social media presence, including LinkedIn posts as part of a larger graduate school initiative.

Provide front desk coverage in the absence of the Administrative Assistant, including phone, email/inbox management, and in-person questions.

Assume additional responsibilities as required.

YOUR TEAM WILL INCLUDE

May supervise student workers on special projects as needed

WHAT EDUCATION AND SKILLS YOU WILL NEED

Bachelor’s Degree

At least 2-5 years of experience in a business or educational environment.

Excellent organizational skills with the ability to appropriately prioritize tasks and adjust to changing priorities.

Strong written and verbal communication skills are essential; must be able to communicate with people of diverse backgrounds from the general public, all levels of the College, and the business community.

Able to work sensitively with ethnically, culturally, and socially diverse students, staff, and faculty.

Ability to handle multiple projects with frequent deadlines in a fast-paced, high-pressure environment.

Flexibility and willingness to assume new tasks and special projects.

Takes initiative and complete tasks with minimal supervision.

Envisions and proposes new methods to perform tasks that support ET&A; takes thoughtful risks; and accepts new and ongoing initiatives, objectives, and solutions to gain sought-after results.

Anticipates and embraces change; demonstrates willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.

Must have strong technology skills including Microsoft Office Suite, Google sheets/forms, Outlook, Webex.

HOW AND WHERE YOU WILL WORK

This position is onsite, on our Wellesley campus. Hybrid work schedule with one day remote per week and potential for increased remote flexibility based on time of year and position/program needs.

Willingness to travel to both domestic or international Babson sites, and other locations as needed to manage programmatic experiences.

Requires occasional evening, early morning, and/or weekend hours in conjunction with program events.

ADDITIONAL SKILLS YOU MAY HAVE

Bachelor’s degree in business or education combined with industry experience preferred.

Experience with Workday, Canvas, Qualtrics, Salesforce, Campus Groups, and CVENT preferred but not required.

This is a non-exempt position with the following pay range: $31.15/hour - $34.61/hour; the role is also eligible for bonuses based on performance and budget.

Babson College offers a comprehensive benefits package for full-time employees working at least 28 hours per week.

• Insurance Coverage: Medical, dental, vision, group life and long-term disability insurance, business travel accident insurance, and mental health benefits.
• Time Off: Starting at 2 weeks of vacation annually, 2 weeks of sick time, 1 week of paid family illness time, 6 weeks of paid parental leave, and 12 paid holidays per year. President’s holidays are determined each year.
• Retirement: Participation in a 403(b) retirement plan with mandatory employee contributions and a 4:1 employer match.
• Additional Benefits: Wellbeing programs, virtual fitness platform, and employee assistance program.

All questions or concerns about this posting should be directed to the Office of Human Resources at

[email protected]