Academic Program Administrator

Responsibilities

• Collaborates, communicates, and meets regularly with program leaders such as the BUAI Program Manager, BUAI Academic Director, and DSO Operations Manager
• Manages logistics and facilitates meetings with faculty, guest speakers, board members, and industry collaborations that create applied learning opportunities for students and faculty
• Conceptualizes, designs, plans, and executes academic and co-curricular events that advance student engagement, retention, and cohort development from idea generation through assessment
• Checks and reports on the progress of an event, processing permits, researching and securing rooms and venues, mapping layouts, outlining a timeline and schedule, ordering catering, purchasing event supplies, setting up registration forms, collecting RSVPs, identifying audio/video/electrical/technological needs, reserving parking, requesting janitorial/housekeeping services, determining staffing needs, assigning responsibilities to support staff and volunteers, attending and monitoring events, returning equipment, conducting post-event evaluations, etc.
• Identifies academic support gaps and designs solutions, including tutoring programs, recruiting/coordinating tutors and outcomes
• Manages BUAI program budgets, forecasting, and financial planning, including pre-approvals, reimbursements, invoices, and student worker payroll
• Serves as a strategic advisor to BUAI student officers and MAIA student organization, guiding decision-making, and supporting effective organizational operations
• Develops and produces program communications by creating marketing materials, newsletters, and public-facing website content aligned with program goals and brand
• Captures and analyzes student feedback and program/department data to inform continuous improvement, translating insights into actionable changes to programming and student experience
• Supports student travel and off-site programming, including application processes, waivers, and trip scheduling (may travel with students)
• Acts as student/faculty/staff point of contact for BUAI program and responds/coordinates responses to information requests
• Manages BUAI Incubator. “BUAI Builder Hub” including but not limited to proposals, program governing board, project deliverables, and coordinating projects
• Performs a variety of administrative and general office duties

Qualifications

• Experience in a higher education environment, preferably in the area of business
• Strong knowledge of Microsoft Office applications, Google Docs, Google Forms
• Experience in utilizing technologies and/or platforms (e.g., Concur, Excel, Instagram, JotForm, Qualtrics, Canva)
• Knowledge/experience interacting and communicating with senior administration/faculty/students or equivalent
• Directly related program management experience
• Ability to follow through with assigned tasks within established time-frames and with minimal supervision; exceptional focus on attention to detail and accuracy
• Exceptional written and verbal communication skills
• Strong organizational, written/oral communication, and relationship-building skills
• Prior experience in office management
• Prior experience in seminar/event planning and execution
• Natural inquisiveness and persistency, the ability to draw on various sources to investigate issues and identify solutions
• Experience with customer service
• Comfortable working with Microsoft SharePoint
• Experience working with Adobe Creative Cloud and Canva a plus