Job Information
Suffolk University Assistant Director of Career Education System and Program Administration in Boston, Massachusetts
Assistant Director of Career Education System and Program Administration
Staff Exempt Boston, Massachusetts
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Description
Note: To be considered for this position, please submit a cover letter with your resume.
The Assistant Director of Career Education System and Program Administration will be responsible for developing and managing an internship tracking system, automating processes to improve efficiency using the Microsoft Power Platform, and administering internship funding programs. The ideal candidate will have strong technical skills, including experience in database management, system administration, and process automation, and will be comfortable working behind the scenes to optimize workflows and improve program operations, ensuring a seamless experience for all users.
Primary Responsibilities:
Internship Tracking System Administration:
Internship Tracking System Development and Management: Develop and manage a centralized internship tracking system using the Microsoft Power Platform, allowing students to self-report their internship experiences. Collaborate with faculty internship coordinators to keep internship course information updated across the system, Canvas, the website, and print materials.
Integration of Career Information Systems: Integrate the Internship Tracking System with other career-related applications, using the Microsoft Power Platform to generate insights and create real-time dashboards. Develop training materials and procedures; assist with implementation of e-portfolios, credentialing software, and other platforms as needed.
Career Readiness Assessment Program Administration: Lead the transition from SkillSurvey to the Suitable Career Readiness Assessment Platform, managing all aspects of the program including policies, participant feedback, data accuracy, and report distribution. Work with faculty internship coordinators to integrate the system into Canvas courses, providing training and ongoing support to ensure smooth adoption across the institution.
Internship Process Administration: Collaborate with the Assistant Director of Career Education and faculty internship coordinators to implement the Handshake Experiences Module, streamlining the internship approval process, goal setting, and document management. Provide training guides and course content to ensure effective use of the system.
Internship Fund Program Administration:
Program Support & Cross-Training: Receive direction, training, and guidance from the Assistant Director of Career Education on managing funded internship programs, providing direct support to ensure smooth operations. Gain a comprehensive understanding of program responsibilities and take primary responsibility for managing the RAM Internship Fund upon its launch, following established processes.
Business Process Optimization: Collaborate with the Assistant Director of Career Education to identify opportunities for system and workflow improvements. Use the Microsoft Power Platform to automate manual tasks. Integrate program data into the Internship Tracking System and author impact reports for various audiences, including donors.
Internship Course Management: Oversee communication with students and supervisors to ensure all necessary documentation is completed for stipend distribution. Facilitate student progress in the internship course and ensure learning outcomes are met.
Employer and Intern Support: Address employer concerns regarding student performance by responding to feedback and meeting with employers to resolve issues, ensuring a productive and positive internship experience for all parties. Work closely with faculty internship coordinators, recognizing that some faculty prefer to be involved while others entrust the Career Center with handling these situations. Take a case-by-case approach to define roles, responsibilities, and expectations, ensuring consistent communication with employers, students, and faculty across all internship programs and academic departments.
Assume additional responsibilities as requested to support the Career Center’s team and initiatives.
Work Schedule
This is a full-time, 12-month position with a hybrid work schedule that requires regular in-person presence at our downtown Boston campus. The specific schedule will be provided but may be subject to change based on operational needs. The individual in this role must be available to work onsite as needed, including evenings, early mornings, weekends, and occasional holidays to accommodate student schedules and participate in meetings and events.
Qualifications:
Holds a bachelor's degree with at least 2 years of relevant experience in database management, system integration, process automation, informatics or related fields.
Proven ability to manage relational databases, including setting up reporting systems, ensuring data accuracy, and maintaining integrity. Skilled in using Microsoft Dataverse and the Microsoft Power Platform for data integration, automation, and reporting. Experience in designing user interfaces and dashboards, following database design best practices to ensure scalability, consistency, and proper documentation.
Expertise in Microsoft Excel for analyzing data and generating reports. Familiar with PowerBI for creating data visualizations. Skilled in extracting actionable insights to track progress, measure success, and inform decision-making. Strong ability to interpret and communicate complex data clearly, providing actionable recommendations for program improvement.
Skilled in designing, implementing, and optimizing business processes and workflows using Microsoft Power Platform tools to enhance efficiency, reduce manual effort, and integrate with existing systems.
Self-directed in learning new technologies and identifying user needs to solve problems and provide excellent customer service. Highly technically skilled, with proficiency in a wide range of software applications and the ability to quickly learn, implement, and troubleshoot new tools. Experienced in teaching others to effectively use software, ensuring user success.
Demonstrates competence and sensitivity in working with students who are broadly diverse with regard to various aspects of identity; committed to building and maintaining an inclusive environment, prioritizing equity and access.
Receptive to feedback, adaptable, proactive, responsive, team oriented, with excellent communication skills. Builds credibility with all stakeholders. Willingness to supervise student workers and other staff when needed.
Suffolk University does not discriminate against any person on the basis of race, color, national origin, ancestry, religious creed, sex, gender identity, sexual orientation, marital status, disability, age, genetic information, or status as a veteran in admission to, access to, treatment in, or employment in its programs, activities, or employment. As an affirmative action, equal opportunity employer, the University is dedicated to the goal of building a diverse and inclusive faculty and staff that reflect the broad range of human experience who contribute to the robust exchange of ideas on campus, and who are committed to teaching and working in a diverse environment. We strongly encourage applications from groups historically marginalized or underrepresented because of race/color, gender, religious creed, disability, national origin, veteran status or LGBTQ status. Suffolk University is especially interested in candidates who, through their training, service and experience, will contribute to the diversity and excellence of the University community.