Assistant director of advising operations

Category: : Administrative / Staff

Subscribe: :

Department: : 90-52-5285-Academic Advising & Retention -undergrad

Locations: : Longmeadow, MA

Posted: : Sep 29, 2025

Closes: : Open Until Filled

Type: : Full-Time Salaried (Exempt)

Position ID: : 193348

About Bay Path University

Bay Path University is a private comprehensive university with a bold and innovative spirit. Known for its commitment to providing a practical and career-focused education, Bay Path offers a residential bachelors degree for women only on its Longmeadow, Massachusetts campus, as well as bachelors, masters and doctoral programs for both men and women on campuses in East Longmeadow, Boston, Guaynabo, Puerto Rico and online. In 2024, Bay Path expanded its reach and program offerings through the acquisition of Cambridge College, increasing its enrollment to approximately 5,000 learners, gaining new locations, strengthening its online presence, and broadening its career-focused programs. Respected for strong allied health, education and business programs, accessible online options, and a supportive community, Bay Path is an appealing choice for many students.

Job Description

JOB SUMMARY:

Under the direction of the Director of Retention & Student Success and the Dean of Advising, this position plays a key role in the Student Success Center by combining direct student advising with operational leadership for Bay Path University and Cambridge College. The Assistant Director of Advising Operations ensures smooth and effective processes that support student success, retention and progression. This position is focused on supporting student success by providing an array of services designed to assist all students with successful completion of their degree.

This role maintains a student advising caseload while overseeing the operational systems that enable the advising team to work efficiently and strategically. In addition, this individual will assist in leading an innovative team focused on delivering holistic, coordinated, wraparound advising support services that are easily accessible, both online and on-ground.

The Assistant Director of Advising Operations will leverage data and technology to help coordinate meaningful outreach to students throughout their educational journey. They will collaborate with other student-facing offices and positions to assist in creating a well-coordinated network of support. The Assistant Director will also provide guidance and supervision to the Academic Advisor and Success Coach positions.

Essential Job Functions

• Under the direction of the Dean of Academic Advising, provide guidance and leadership on retention and student success best practices.
• Provide a highly supportive, and collaborative experience for students as they enter, move through, and complete their education at Bay Path University and/or Cambridge College.
• Actively support ethical growth and transformational learning in fulfillment of the mission and vision of Bay Path University for its students.
• Support each student holistically by developing plans for student success including referrals to career services, disability services, tutoring or counseling needs.
• Maintain an assigned caseload of students, providing holistic advising, proactive outreach, course registration support, and referrals to campus resources as appropriate.
• Coordinate advising operations and processes, including management of early alerts, the Student Success Center inbox, and student communications.
• Support the development and administration of operational materials and documentation related to advising and retention initiatives.
• Pull, analyze, and distribute reports using Salesforce, Jenzabar, Google Suite, and PowerBI to inform decision-making and track progress toward retention goals.
• Contribute to the planning and implementation of student success initiatives, ensuring they are data-informed and measurable.
• Identify process gaps and recommend improvements to streamline advising workflows and enhance the student experience.
• Assist in developing or administering virtual events such as orientation, webinars, ceremonies, graduation activities.
• Maintain thorough and accurate documentation of activity utilizing technological tools such as a CRM and Student Information System.
• Assist in leading collaboration with various student facing positions and offices to create and implement meaningful interventions.
• Evaluate processes and procedures and make recommendations for continuous improvement in the student experience by thoughtfully utilizing technology, customization and workflow design.
• Support recruitment, marketing, admissions, orientation and retention activities as needed.
• Responsible for collecting/verifying/distributing attendance and participation data at the start of each session and coordinating with registrar on student record data.
• Consult with academic program chairs, deans, and other departments on policies, procedures on student and/or faculty related concerns brought forward to advising team.
• Support Senior Director of Retention in the oversight of social media platforms, intervention strategies, CRM coding, and communication plans.
• Work collaboratively with the admissions and enrollment teams to ensure a smooth transition for students from admissions to advising.
• Performs non-academic assessment of student on-boarding experiences.
• Train other staff, as necessary.
• Perform any other duties or tasks as assigned by the University.
  
  

Other Responsibilities

If you operate a University owned, leased or personal vehicle at any time while performing your duties you must follow all policies and procedures outlined in the Operations Manual. Additionally, you must report any driving offense, on or off company time, which causes a loss, suspension, or any other change in your license status. You must report this change within one business day of the offense. You can report this change to the Human Resource Department or your direct supervisor. Failure to do so can lead to disciplinary action, up to and including terminations.

This list of essential job functions and other responsibilities is representative of those duties and responsibilities that are required of this position. However, the list is not to be considered as all-inclusive. A supervisor or director may assign other duties and/or other duties at alternate locations to meet mission requirements of the University and cooperation of all personnel is expected to carry out the mission.

Supervisory Responsibilities

Academic Advisor and Success Coaches

Requirements

• Master's degree required.
• 3+ years of experience in academic advising, student recruitment/retention, student services administration, or counseling, preferably for an online and/or adult population.
• Proficiency with computerized student information systems and constituent relationship management systems.
• Detail oriented with commitment to data collection and management.
• Demonstrated experience with student information systems (e.g., Jenzabar), CRMs (e.g., Salesforce), and data analysis/reporting tools (e.g., PowerBI, Google Suite).
• Demonstrated knowledge of student development concepts, principles, practices in academic advising strategies.
• Innovative thinker with a desire to constantly improve.
• Ability to manage both a student caseload and operational responsibilities effectively.
• Committed to providing exceptional customer service.
• Strong organizational and operational skills, with ability to coordinate complex processes across multiple systems.
• Demonstrated ability to work collaboratively and communicate effectively with a wide range of people and groups.
• Ability to effectively prioritize multiple responsibilities and adhere to deadlines.
• Excellent verbal, written and interpersonal communication skills.
• Full understanding of FERPA regulations and ability to work with confidential material with integrity and discretion.
• This position is not remote. Must be able to work out of the Longmeadow, MA location.
• Passion for the University's mission, purpose and goals and commitment in achieving those goals.
• Ability to adhere to University policies and procedures.
• Demonstrated ability to build working relationships with people having a wide variety of backgrounds, perspectives, and experiences different from ones' own.
  
  

Additional Information

Bay Path University is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Application Instructions

All qualified applicants for this position should attach a cover letter, resume / curriculum vitae, and any other relevant information pertaining to this position and your candidacy. Please apply online. Faxes and emails will not be accepted.

Bay Path University is a smoke and tobacco-free community.

All offers of employment are contingent on satisfactory background check.

In compliance with the Americans with Disabilities Act (ADA), if you have a disability and require a reasonable accommodation to apply for a position please email us at [email protected] or call 413-565-1157.