Academic Program Administrator

Northeastern University•Boston, MA

6d•Onsite

About The Position

The College of Engineering at Northeastern University seeks a collaborative, detail-oriented, and systems-savvy Academic Program Administrator to support the Associate Dean for Undergraduate Education in managing the operational and administrative infrastructure of the college’s undergraduate programs. This is a highly cross-functional role at the center of the college’s undergraduate academic operations, with specific responsibility for Courseleaf curriculum management, the Transfer Credit System, ABET and NECHE accreditation coordination, recurring data reporting, and program development support for the Northeastern network. Operating with a high degree of independence, the Academic Program Administrator serves as the primary manager for the college’s curriculum management system (Courseleaf) and Transfer Credit System (TRS), supports Undergraduate Curriculum Committee processes, produces recurring data reports, and coordinates accreditation activities for ABET and NECHE. The role also provides coordination support for the Kern Entrepreneurial Engineering Network (KEEN), the college’s Awards Committee, scholarship administration, and emerging undergraduate programs across the Northeastern network. In all areas, this individual brings institutional knowledge, process discipline, and a strong service orientation to ensure that the college’s students, faculty, and leadership are well-supported.

Requirements

Bachelor’s degree required
Minimum of 1–3 years of relevant professional experience in an academic, higher education, or nonprofit educational environment.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) required
Ability to work independently with minimal supervision and to exercise sound judgment in complex or ambiguous situations.
High level of discretion and professionalism in handling confidential student, faculty, and institutional information.
Commitment to building deep institutional knowledge of the college’s programs, policies, processes, and key stakeholders.
Collaborative approach to working across departments, offices, and campuses, including coordinating across time zones with global network partners.

Nice To Haves

Master’s degree in higher education administration, education, or a related field preferred.
Experience working with curriculum management systems, student information systems, or academic data systems strongly preferred.
Familiarity with accreditation processes (ABET, NECHE, or comparable) a significant plus.
Experience with university systems such as Courseleaf, Heliocampus, Banner, Workday, or comparable platforms preferred.
Excellent written and verbal communication skills; able to draft clear, professional communications on behalf of the Associate Dean’s office.
Analytical mindset with the ability to gather, manage, and synthesize data from multiple sources for reporting and decision support.
Strong organizational and project management skills with demonstrated ability to manage multiple complex workstreams simultaneously while maintaining accuracy and meeting deadlines.

Responsibilities

Serve as the primary manager for Courseleaf, the university’s curriculum management system, ensuring all course and program content is accurate, current, and properly documented (~150–200 course/program updates per year).
Manage the Transfer Credit System (TRS), overseeing transfer equivalency records and processing transfer credit evaluations in a timely and accurate manner (~400 evaluations annually).
Support the Undergraduate Curriculum Committee (UCC) through scheduling, preparation of materials, and meeting documentation (16–20 UCC meetings per year).
Coordinate curriculum documentation, intake forms, and program materials for new undergraduate program development — including cross-campus programs requiring coordination across internal stakeholder groups (COE, Provost’s Office, Global Network) and across time zones.
Ensure accuracy and completeness of course and program records in advance of each academic term; proactively identify and resolve discrepancies or gaps.
Collect, manage, and report on key undergraduate data including grade reporting, TRACE, and change-of-major tracking (~10 recurring data reports produced annually).
Collaborate with college staff to compile and maintain accurate records, ensure data quality, and propose data-driven improvements in support of undergraduate program decision-making.
Maintain and update internal data tracking systems, ensuring records are consistently reliable for reporting and institutional purposes.
Prepare clear, well-organized reports and data summaries for distribution to the Associate Dean, college leadership, and relevant stakeholders.
Support NECHE and ABET accreditation efforts through management of Heliocampus, including data entry, reporting, and documentation to ensure the college meets accreditation requirements and deadlines (8 ABET-accredited programs; 1 NECHE accreditation cycle).
Provide oversight to ensure consistent and accurate data collection and reporting practices across all programs for accreditation purposes.
Coordinate with relevant faculty and staff to gather and compile required accreditation evidence, reports, and self-study materials on schedule.
Coordinate scheduling and meeting logistics for recurring governance bodies and program activities, including the Undergraduate Curriculum Committee, KEEN faculty engagement events, the Awards Committee, and cross-campus Engineering Design program meetings.
Prepare meeting agendas, record minutes, and track action items through to completion to ensure consistent follow-through across the office.
Maintain and update internal office policies, process guides, and institutional knowledge documentation to ensure operational continuity.
Support budget tracking and expense reporting for KEEN and the Engineering Design degree program, including monitoring budgets, processing expenses, and assisting with financial reconciliation in coordination with college finance staff.
Draft and coordinate student-facing communications on behalf of the Associate Dean’s office, including UCC-driven curriculum change notices, Engineering Design program enrollment milestones, and undergraduate co-op and academic deadline communications.
Contribute to broader college and senior leadership priorities, including initiatives related to AI implementation and other emerging strategic efforts.
Support undergraduate global coordination efforts for new undergraduate programs the Associate Dean is developing across the Northeastern network, including the BS Engineering Design program at Oakland (~20 new course proposals requiring Courseleaf and UCC processing).
Provide coordination support for the Kern Entrepreneurial Engineering Network (KEEN), including managing logistics and communications for faculty engagement activities (~30–40 faculty engaged annually).
Manage scholarship and award administration for the college’s Awards Committee, including tracking nominations, deadlines, and recipient records.
Provide coordination support to the Awards Committee, assisting with scheduling, communications, and materials preparation.
Support additional college priorities as directed — including accreditation preparation cycles, program review activities, and cross-functional administrative projects — ensuring deliverables are completed accurately and on schedule.