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Academic Program Assistant

Apply now Job no: 503037
Position Type: Staff
Location: Marine Science Center Nahant, MA
Categories: College of Science

About Northeastern:

Founded in 1898, Northeastern is a global research university and the recognized leader in experience-driven lifelong learning. Our world-renowned experiential approach empowers our students, faculty, alumni, and partners to create impact far beyond the confines of discipline, degree, and campus.

Our locations—in Boston; Charlotte, North Carolina; London; Portland, Maine; San Francisco; Seattle; Silicon Valley; Toronto; Vancouver; and the Massachusetts communities of Burlington and Nahant—are nodes in our growing global university system. Through this network, we expand opportunities for flexible, student-centered learning and collaborative, solutions-focused research.

Northeastern’s comprehensive array of undergraduate and graduate programs— in a variety of on-campus and online formats—lead to degrees through the doctorate in nine colleges and schools. Among these, we offer more than 195 multi-discipline majors and degrees designed to prepare students for purposeful lives and careers.


About the Opportunity:

Northeastern University’s Department of Marine and Environmental Sciences is hiring for the Academic Program Assistant position based at the Marine Science Center, in Nahant, MA. The Academic Program Assistant will serve as the primary point of contact for all administrative needs of students and faculty in programs of the Marine & Environmental Sciences department, including the Three Seas Program; the PhD program in Ecology, Evolution, and Marine Biology; and the Marine Biology major. Assistant will oversee the admissions cycles; serve as the primary point of contact with the Registrar, Student Accounts office, and Graduate Student Services; provide HR support for hiring of teaching assistants and part-time faculty; and assist faculty with course-related needs. Assistant will support department events such as Orientation Day, PHD defenses, and Recruitment events. The Assistant will also be responsible for promotion of the Three Seas program and Marine Biology major through on-campus events and individual meetings with prospective students.



Program Administration: Ensure accuracy of graduate course listings and assist students and Graduate Program Director in registering for classes. Assist incoming Freshmen and transfer students with class registration during Orientation sessions. Communicate billing attributes to Student Accounts office and ensure that all students are billed properly. Order and print textbooks and course readers. Keep records of Marine and Environmental Sciences graduate student progress. Update student transcripts and assist COS Dean's Office in processing graduation clearance paperwork to ensure all students are in compliance. Assist Marine and Environmental Sciences Graduate Program Director, the Graduate Committee (“Gradcom”), and Three Seas Program Manager with program development and maintenance, including creation of new degree programs and updates to existing programs. Assist with creating new and revising existing graduate and undergraduate courses, including submitting them into the University's governance system (currently Courseleaf).Provide administrative support to MES and interdepartmental graduate and undergraduate students. Communicate with main campus departments such as Student Financial Services, Student Housing, College of Science Graduate Student Services, and others, to ensure student housing, records, employment, and other needs are met. Communicate teaching and research assistantship assignments to COS Graduate Student Services office. Additional duties as assigned by Business and Operations Manager, Graduate Program Director, and in collaboration with the Three Seas Program Manager.

Admissions and Recruitment: Assemble applicant information for the recruitment cycles of Marine and Environmental Sciences graduate programs and the graduate and undergraduate Three Seas Program. Manage ApplyYourself system. Distribute marketing materials and program information to prospective students and families. Respond to requests from program candiates for more information. Participate in informational and recruiting events. Compile academic and recruitment data for graduate and undergrdaute students for the MSC Director, the Graduate Program Director, Gradcom, Three Seas Program Manager, and the Business and Operations Manager. Provide tours of the Marine Science Center for prospective students. Assist Graduate Program Director with yearly PhD recruitment event including arranging travel, accommodations, event logistics, event coordination, and recruitment follow up. Review and update academic program marketing materials. Assist Associate Chair with undergraduate recruitment events such as “Meet the Major” information sessions, Parents Weekend, and the Annual Phonathon. Provide updates to COS Marketing Department for graduate and Three Seas Program websites.

Event Coordination: Assist with department academic events including: orientation for masters and doctoral programs, MS Marine Biology Career Night, MS Marine Biology final presentations, annual PhD recruitment, annual PhD Student Symposium, PhD qualifying exams, PhD Dissertation Defenses, and undergraduate Honors Thesis Defenses, Parents Weekend, and College of Science undergraduate admissions and recruitment events. Assist with additional department events such as the annual Riser Lecture, Burba Lecture, and College of Science Social. Act as support staff for infrequent main campus undergraduate and graduate events such as new student orientations. This includes management of logistics such as contract processing, setting up reservations, assisting with schedule planning, a/v support, setting up video streaming/conferencing, catering, and marketing/advertising. Communicate events to Marine Biology Club and other external attendees.

Staffing administration: Process paperwork for temporary non-student, student, and part-time faculty appointments in the department. Act as secondary approver for student employment. Act as delegate approver for temporary non-student employees. Assist with department on-boarding, and payroll tracking of student employees, temporary non-student employees, and part-time faculty. Assist with other similar departmental matter such as new student and employee on-boarding and off-boarding and tracking.




Qualifications: Associate's degree required, Bachelor's degree preferred. At least three years’ experience in academic program administration required. Familiarity with Masters or doctoral programs or study abroad programs as an administrator is a plus. Ability to independently navigate Northeastern University systems, such as ApplyYourself, Self-Service Banner, CourseLeaf, Concur, etc, required. Event planning experience preferred. Familiarity with the field of marine biology also a plus. The successful candidate will have high attention to detail and excellent interpersonal skills, ability to multi-task in a fast-paced environment, excellent written and verbal communication skills, and a positive can-do attitude with a willingness to take on new projects as needed. Must have a demonstrated ability to initiate projects and follow through on assigned tasks. Demonstrated familiarity with Word, Excel, and Adobe Acrobat Professional required. Experience with shared document environments such as Dropbox, Google docs, and Sharepoint required.


Preferred Qualifications:



Salary Grade:


Additional Information:


Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff.  Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. 

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other  characteristic protected by applicable law.

To learn more about Northeastern University’s commitment and support of diversity and inclusion, please see

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