Academic Assistant - New England School of Acupuncture

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.

Essential Duties and 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.

Requirements:

Required:

• 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

Physical Requirements:

• Work is mostly sedentary and majority of time is spent sitting
• Must be able to talk, listen and speak clearly on telephone

Compensation

The pay range associated with this posting reflects the amount the University reasonably expects to pay for this role at this time. Salary offers are determined based on experience, skills, and qualifications as well as internal equity, market data and pay in comparison to similarly situated employees doing comparable work.

Hiring Range: $24\.84\-$27\.58/hr

Apply

Please attach a cover letter and a curriculum vitae/resume. Finalist candidate(s) for this position will be subject to reference checks and a pre\-employment background check as a condition of employment.

Applicants must be authorized to work for any employer in the U.S. MCPHS is unable to sponsor, or take over sponsorship of an employment Visa. MCPHS is also not an E\-Verify institution.

About Us

Established in 1823, Massachusetts College of Pharmacy and Health Sciences (MCPHS) is the oldest institution of higher education in Boston, a city that is home to many of the world's top universities and healthcare institutions. We are one of the largest and most highly\-ranked schools for health and life sciences, and our alumni and faculty continually distinguish themselves in healthcare settings around the globe. MCPHS has more than 7000 students across campuses in Boston's Longwood Medical and Academic Area (LMA), downtown Worcester, MA and downtown Manchester, NH. Our vision is to empower our Community to create a healthier, more equitable world, which we strive to achieve through our core values of integrity, community, engagement, collaboration, support, and innovation.

We offer competitive salaries and excellent benefits 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.

MCPHS is an equal opportunity employer dedicated to ensuring equal opportunity for all members of the University community. We aim to recruit, develop, and retain the most skilled faculty and staff. All qualified applicants will be considered for employment.

Compensation: N/A