Academic Assistant - New England School of Acupuncture

Massachusetts College of Pharmacy and Health Sciences • Worcester, MA

18d • $25 - $28 • Onsite

About The Position

The New England School of Acupuncture seeks an Academic Assistant to provide
comprehensive administrative support to the Dean, Associate Dean, and Director
of Clinical Education, ensuring smooth daily operations across such tasks as
scheduling, faculty and student communications, financial processing,
accreditation compliance, and event coordination. This is a full-time position
based on the Worcester campus.

Requirements

• A minimum of an Associate’s degree and two years of experience in an administrative support position in a professional setting. Bachelor’s degree preferred.
• Proficiency with technology, including Microsoft Office Suite (Teams, Word, Excel, PowerPoint and Outlook).
• Ability to learn new software/databases quickly and proficiently such as Smartsheet, Blackboard, Zoom and AI platforms
• Familiarity and experience handling confidential records in compliance with institutional policy.
• Strong organizational skills, attention to detail and proven ability to take initiative in project management
• Excellent interpersonal and customer service skills
• Strong written and verbal communication skills
• Ability to maintain confidentiality
• Ability to work in a fast-paced environment, set priorities and meet deadlines

Responsibilities

• Serves as the first point of contact for the department; greets visitors and callers; monitors the main email inbox and phone line daily; responds to all inquiries within two business days.
• Manages student cohort listservs; distributes academic communications via Blackboard and email; coordinates community check-in notifications; sends elective and schedule information; directs students to appropriate offices for transcripts, enrollment verification, and advising.
• Prepares reports, correspondence, memorandums, and meeting minutes for the Dean, Associate Dean, and Director of Clinical Education.
• Builds and maintains the NESA academic schedule each semester using Excel and Smartsheet; collects faculty availability; coordinates with the Registrar for room assignments; distributes schedule via Blackboard; manages elective information and final exam schedule in coordination with the Registrar's office.
• Manages calendars, travel arrangements, and special functions for the Dean, Associate Dean, and Director of Clinical Education; ensures time-sensitive priorities are identified and addressed.
• Manages the adjunct and teaching assistant contract process via DocuSign; prepares and submits Payroll Authorization Requests (PRAs) to Payroll; coordinates check requests and W-9 documentation; processes student worker payroll submissions; manages American Express monthly credit card reporting.
• Coordinates the adjunct faculty employment verification process, maintains the faculty listserv in collaboration with the IT Department, and posts adjunct faculty job openings in ADP.
• Processes student academic forms including Change of Program, Change of Grade, Leave of Absence, Transfer Credit, and Late Course Withdrawal, in coordination with the Registrar's office, Dean's office, and academic advisors.
• Supports academic standing processes by collaborating with the Academic Standing Committee at the end of each term; tracks early alerts and mid-semester warnings, academic probation, and failed comprehensive exams.
• Collects and archives syllabi each semester; administers mid-semester course evaluations via Microsoft Forms, and compiles and formats results for the Dean and Associate Dean.
• Supports accreditation compliance by maintaining faculty credential files; coordinating CORI checks for students; and assisting the Dean in self-study preparation and data collection.
• Maintains department records in Microsoft Teams, following the established naming convention; manages faculty data including CVs, licenses, contact information, and teaching history; maintains student records in compliance with FERPA; produces reports from CORE ELMS and Smartsheet.
• Provides administrative support (including proctoring) for exams, including communicating with faculty about exam logistics and supplies.
• Assists with malpractice insurance documentation for students and faculty at the start of each term.
• Coordinates all NESA events and ceremonies including the White Coat Ceremony, Community Check-ins, Acupuncture and Herbal Medicine Day, Lunar New Year, Graduate Awards Ceremony, and Herbal Student Celebration.
• Manages inventory of department supplies; generates and tracks purchase orders; processes invoices for payment; and tracks department expenditures.
• Assists with office mailings; sorts and distributes mail.
• Contributes to sustaining and enhancing an inclusive working and learning environment.
• Additional responsibilities may be assigned by the supervisor.

Benefits

• We offer competitive salaries and excellent benefits [https://www.mcphs.edu/careers-at-mcphs/our-rewards] that include a substantial contribution toward the cost of medical, vision, and dental insurance, generous time off, retirement and pension plans, and flexible work arrangements to support work/life balance for our employees while supporting the MCPHS strategic plan [https://www.mcphs.edu/about-mcphs/strategic-plan].

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree