Assistant Director, Academic & Student Services

Founded in 1863, Boston College is a Jesuit, Catholic university located six miles from downtown Boston with an enrollment of 9,484 full-time undergraduates and 5,250 graduate and professional students.  Ranked 35 among national universities, Boston College has 888 full-time and 1,281 FTE faculty, 2,711 non-faculty employees, an operating budget of $1.4 billion, and an endowment in excess of $3.5 billion.

Job Description

Assistant Director

Role Summary
The Assistant Director, Academic and Student Services serves as a bridge between admissions and enrollment and holds responsibility for:
Academic and Student Services
Course information, scheduling, and enrollment
Financial Aid and Enrollment Management     

Reporting Relationship
This position reports to the Associate Dean, Academic Affairs with a dotted line to the Associate Dean, Enrollment Management.

Scope
This position works closely with the Associate Dean, Academic Affairs on student registration and graduation, course management and scheduling, and the implementation of academic policies. The Assistant Director also works with the Associate Dean, Enrollment Management on student enrollment projections, visa applications, and financial aid management. He/she also works with the STM Service Center, the University’s Office of Student Services, and the Office for International Students and Scholars. The Assistant Director meets with current students on matters of financial aid, registration, and other academic matters. This position serves as the primary liaison to the University’s Office of Student Services.  

Essential Functions

Academic and Student Services (40%)
Orders or queries from Navigate the enrollment list each semester
Oversees course registration for summer and academic year and registers students as needed
Advises students regarding registration requirements for their particular degree program each semester.
Monitors and contacts remote students to ensure they are registered for their online courses as soon as possible.
Monitors registration for Professional Ethics workshops; contacts students to get them registered
Checks to make sure that all MDiv 3 students register for the MDiv Spiritual Formation course. Makes sure all Jesuits who enroll in MDiv Spiritual Formation receive STM funding for the 1-credit course
Monitors that all returning Post-Master’s Certificate students are registered for the summer course (3-yr cycle)
Monitors which school each dual degree student should be enrolled for the following summer, fall and spring semesters.  Sends the completed report over to the Office of Student Services Associate and Bursar to ensure the correct billing for each semester
Monitors STL/PhD student enrollment to ensure directed readings are correct
Monitors MA registrations in Spiritual Formation and Intro to Theological Reflection each fall
Monitors degree students’ registration in thesis courses
Registers all new Jesuits for TMST8101 in order to activate their medical insurance upon arrival in August and remove them from TMST8101 after fall registration.
Communicates with students regarding add/drop policies and deadlines, including refund schedule
In collaboration with admissions, ensures admissions conditions are met through necessary course enrollment
Sends new student usernames and beginning, reminder, and end dates to CTE for Academic Integrity tutorial each term.
Contacts current international students who are scheduled to graduate in May to confirm determine if they are continuing with OPT or returning home
Serves as student contact person for Shared Praxis Fund requests, coordinating communication with committee for individual requests and collaborating with Associate Dean, Finance and Administration and Fiscal and Administrative Specialist in processing awards
Serves as point person and liaison with the STM Service Center with regard to processing of student registration and with Student Services with regard to Leave of Absence, Degree Extension, Pass/Fail, Transfer of Credit,Thesis courses, Directed Readings, Professional Ethics in Ministry workshops, full-time status.
Serves as a liaison to the Office of Student Services and responds to student inquiries about student accounts, health insurance, immunization requirements and other student services.
Prepares grad clearances for Assoc Dean, Academic Affairs each term and processes graduation-related paperwork
Tracks academic good standing according to the metrics in the policy and forwards information to Assoc Dean, Academic Affairs each term
Presents student services and financial aid information at New Student Orientation each semester
Proctors doctoral and other exams when required.

Course Information, Scheduling, and Enrollment (30%)
Oversees accuracy of all course information in EagleApps and Boston College Web database.
Updates STM Course Catalog with new EPC-approved courses
Assigns new course numbers and creates new courses in the Eagle Apps systems.
Retires old courses and manages course updating including course numbers, titles, and descriptions
Oversees course evaluations
Oversees grade posting
Liaises with Student Services regarding STM terms in Eagle Apps
In collaboration with Associate Dean, Academic Affairs, makes decisions, schedules classes and classrooms according to student numbers and faculty needs, and works with the Office of Student Services on classroom scheduling.
Processes/Sends BTI Catalog for Fall
Publishes Fall Course Catalog/Degree Requirements
Maintains and updates STM course grids
Responds to requests for enrollment numbers from within STM

Financial Aid and Enrollment Management (25%)
In collaboration with the Fiscal and Administrative Specialist, oversees all financial aid transactions.
In collaboration with Admissions Specialist, ensures continuity of financial aid for returning students; update financial aid records in Slate for students as necessary.
Reports on financial aid, student credit hour projections, and student enrollment to Associate Dean, Enrollment Management, Associate Dean, Academic Affairs, and Associate Dean, Finance and Administration.
Meets and communicates with students regarding financial aid and student account questions, referring out to Student Services as necessary.
Works with Admissions to assign faculty advisors to new students and updates advisor changes in Navigate.
In collaboration with Admissions Specialist, oversees the process of the IFM funding for new and returning students with the President’s Office.
Coordinates visa applications for international students with the Office of International Students and Scholars.

Other (5%)
Serves as part of STM administrative team, participating in regular meetings and the overall life of the school.

Decision Making and Problem Solving

Respond to academic requests in a manner that is responsive to the student and ensures that University and STM academic policies are met.
Supports students with challenges that arise in their matriculation and continued enrollment, including visa applications and student account issues
Makes recommendations to associate dean, academic affairs and associate dean, enrollment management on current student financial aid challenges

Requirements

Minimum Qualifications

University Core Competencies

Teamwork, Customer Focus, Continuous Learning, Decision Making/Problem Solving, Communication, Applying Technology, Valuing Diversity, Big Picture Perspective, Openness to Change, Productivity, People Development.

Functional and Technical Competencies

Commitment to and appreciation of the mission of a Catholic, Jesuit theological school.
Strong communication and organizational skills.
Cooperative team player who works well independently and with others in a team-oriented, fast-paced environment.
An extremely keen attention to detail, paired with pastoral sensitivity and student support
A high level of professionalism, discretion, and confidentiality is necessary.
Computer skills, including strong MS Office  (Word, Excel) and Google Suite skills as well as specific technical packages as required. Willingness and ability to learn new software programs and technologies quickly 

Education/Training and Certification, Licensure, Registration Requirements

Bachelor’s degree or equivalent required.
Master’s degree or advanced coursework in theology/ministry, higher education administration or related field preferred.

Experience

Three to five years experience in higher education with an emphasis on student and academic services and/or student support preferred.

Exceptional Work Schedule Demands

Occasional and predictable night and weekend work required.

Working Conditions and/or Physical Demands

Normal office environment

Full-Time Equivalent Hiring Range: $61,650 to $77,050; salary commensurate with relevant experience.

Closing Statement

Boston College offers a broad and competitive range of benefits depending on your job classification eligibility:

• Tuition remission for Employees
• Tuition remission for Spouses and Children who meet eligibility requirements
• Generous Medical, Dental, and Vision Insurance
• Low-Cost Life Insurance
• Eligibility for both University-Funded 401k and Employer-Sponsored 403b Retirement Plans
• Paid Holidays Annually
• Generous Sick and Vacation Pay
• Additional benefits can be found on https://www.bc.edu/employeehandbook

Boston College conducts pre-employment background checks as part of the hiring process.

Boston College is an affirmative action, equal opportunity employer. In concert with our Jesuit, Catholic mission, Boston College is dedicated to the goal of building a culturally diverse and pluralistic faculty and staff committed to teaching and working in a multicultural environment and strongly encourages applications for women, minorities, individuals with disabilities, and covered veterans. To learn more about how BC supports diversity and inclusion throughout the university please visit the Office for Institutional Diversity at https://www.bc.edu/diversity .

Boston College's Notice of Nondiscrimination can be viewed at https://www.bc.edu/nondiscrimination .