Assistant Director Advising Operations and Outreach

Employer: Bay Path University
Location: Longmeadow, MA

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Employment Type: Full Time
Institution Type: Four-Year Institution

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Job Details
Organization

Supervisor: Dean for Retention and Advising

Position Code: ADAOO

Status: FT

Hours: M-F 8:30 am - 5:00 pm

Job Location: Longmeadow, Hybrid

Exempt (Yes/No): Yes

JOB SUMMARY:

The Assistant Director of Advising Operations and Outreach is responsible for the University’s student success and advising management systems across student populations. This includes supporting software applications used to support student advising and retention. Working with a team of professional advisors, the Assistant Director ensures the University systems meet the needs of the student success and retention efforts, streamlining communication and support to students and advisors. The Assistant Director will leverage data and technology to coordinate meaningful outreach to students throughout their educational journey. The Assistant Director will assist in the development and review of advising related assessment, developing regular reports related to student success and persistence. The Assistant Director will also provide advising to a caseload of up to 100 students.

Working collaboratively with student financial services, Dean of Students, information technology, admissions and advising colleagues, the Assistant Director develops and oversees advising operations calendars and communication plans, ensuring processes and proactive outreach occur in a timely manner. The Assistant Director works collaboratively with the Director for Advising and Student Success and the Director of BPO Advising and in developing and implementing semester engagement activities such as welcome events, annual family picnic, advising drop in hours, online communities for student parents and caregivers, commencement and celebratory events to name a few.

ESSENTIAL JOB FUNCTIONS:

Maintain an assigned caseload of students, providing holistic advising, proactive outreach, course registration support, and referrals to campus resources as appropriate.Assist Dean, leading all administrative operations for non BPO Advising and Retention efforts, including student hires, budget management, departmental communications and calendaring, website, social media, retention tracking and reporting, and system optimization efforts. Develop business practices, policies, and procedures for students, faculty and staff on the use of student success management and advising tools. Coordinate communications related to business practices, policies and procedures of student success management and advising tools.Apply project management processes to ensure successful project implementation and execution of advising and student success operation ensuring program deliverables are met and activities are completed in a timely manner.Create and maintain faculty and staff user accounts.Create and execute semester and yearlong communication and event plans for the Advising Center. Coordinate work through cross-functional teams, including student affairs staff involved in case management, IT, Academic Deans, faculty and Career Advisors to improve integration with disparate systems and data courses. Review and evaluate program effectiveness; assist in data management and compilation of reports. Work with vendors to research issues and test functionality of the systems, and implement ongoing systems improvements and enhancements.Coordinate development and implementation of necessary trainings related to student success management tools.Coordinate advising operations and processes including staff onboarding, training and operational materials, new student onboarding, registration, early alert reporting, midterm grade review (Trad), add/drop, university withdrawals, non-par processes, and post session outreach, and assessment.Pull, analyze, and distribute reports using Salesforce, Jenzabar, Google Suite, and PowerBI to inform decision-making and track progress toward retention goals. Contribute to the planning and implementation of student success initiatives, ensuring they are data-informed and measurable. Assist in developing or administering virtual and in person events such as orientation and BPO 099, webinars, ceremonies, graduation activities. Assist Dean in leveraging AI and predictive analytics to identify at-risk students, developing communications plans for proactive outreach. Maintain thorough and accurate documentation of activity utilizing technological tools such as a CRM and Student Information System.Assist in the development of data dashboards and tracking to inform advising and retention efforts. Evaluate processes and procedures and make recommendations for continuous improvement in the student experience by thoughtfully utilizing technology, customization and workflow design. Support recruitment, marketing, admissions, orientation and retention activities as needed. Select, Train and Supervise a Team of Peer Mentors to provide support and outreach to new Longmeadow students. Work collaboratively with the Director for Advising and Student Success in developing engagement activities. Assess all peer mentor related programs. Prepare a mid year and end of year report.Others duties as assigned.Attend trainings as required.Perform any other duties or tasks as assigned by the University.

KNOWLEDGE AND SKILLS:

Effectively prioritizing work requests, multi-tasking and time management.Providing technical assistance to others and communicating technical concepts and ideas to diverse populations both verbally and in writing.Ability to engage in systems thinking, configure systems for consistency with institutional policies and procedures. Ability to work in a fast paced environment, meeting deadlines. Ability to manipulate and analyze data; staying abreast of technology changes related to student success.Establish and maintain cooperation, understanding, trust and credibilityPossess excellent customer service skills.Read, understand, and follow application specific documentation of procedures and instructions.

QUALIFICATIONS:

Bachelor’s degree required and 5-7 years’ experience.Experience with project management software required; experience with Jenzabar and Salesforce preferred.Experience in troubleshooting and analysis principles, application design principles and scheduling systems. Strong interpersonal, written and oral communication skills.Experience working in a higher education setting is preferred.Ability to establish and maintain effective working relationships with all members of the University community including students, faculty, staff, and administrators.Ability to adhere to University policies and procedures.Ability to handle confidential information with discretion and within FERPA and HIPAA guidelines.All new employees must complete the FERPA, Anti-Harassment, and any other required online trainings within 15 days of employment.General knowledge of the University’s mission, purpose and goals and the role this position plays in achieving those goals.

Working At Bay Path University

Bay Path University, an independent and not-for-profit institution, was named Among Fastest Growing Baccalaureate Colleges by the Chronicle of Higher Education Almanac, and a member of the Women’s College Coalition. With a main campus and four satellite locations, Bay Path offers undergraduate, graduate, (for women and men) degrees, and professional certificates.

Mission Statement:

A Bay Path University education empowers undergraduate women and graduate women and men to become leaders in their careers and communities with an innovative approach to learning that prepares students to flourish in a constantly changing world.

The Bay Path experience is nothing less than transformational. Our women-only undergraduate programs and our coeducational graduate programs are offered both on campus and online, providing a flexible, 21st-century education for learners at all stages of life and career. Bay Path students find a supportive and diverse community, close mentoring, and rigorous preparation for success in a complex and globally interdependent society. Students graduate with the applied knowledge, portable skillset, and confidence to thrive in their professions, identify and realize their dreams, and make a lasting difference in the world.

Established: 1897

Enrollment: Over 3,300 students

Alumni: Approximately 15,000 alumni around the world.

Athletics: Eight teams compete at the NCAA Division III level, in the New England Collegiate Conference.

University Motto: Carpe Diem, Latin for "Seize the Day"

Locations:

Longmeadow, MA - Home to our Residential College, for high school, transfer and International young women; One Day A Week College, for adult women with classes on Saturday; and Graduate College for men and women.

Concord, MA - Our Concord location is home to our graduate programs in Education and Psychology for men and women.
Sturbridge, MA - Our Sturbridge teaching site opened in 2003 and offers our One Day A Week College, for adult women with classes on Saturday and select graduate programs for men and women. This teaching location provides students with all of the support services of our main campus including access to library services, administrative and academic deans, student financial services, and the Registrar’s Office.

East Longmeadow, MA - The Philip H. Ryan Health Science Center is located on our East Longmeadow site. This state-of-the-art facility houses our Master of Occupational Therapy, Master of Science in Physician Assistant Studies and our Master of Occupational Therapy Bridge programs.

Residential College

Offers classes on-ground Monday through Friday.

At Bay Path University, we welcome students (commuters and residents), just like you, from across the country and around the world who are smart, capable young women who want to make a difference and be successful.

Here, you join a small, highly personal community that empowers you to take ownership of your life through:

Highly relevant majors and minors that give you practical knowledge, a global viewpoint, and the unique perspectives that make connections between subject areas and current topics.
Leadership opportunities that focus on your strengths, encouraging you to find your voice and act on your convictions.
Real-world experience balanced with career counseling that gives you a distinct advantage for graduate school or that rewarding first job.
More important, our admission counselors are here to help you and your family, guiding you through the admissions and financial aid process by taking your questions and connecting you with the right resources.

Why it pays to be a Bay Path woman:

Significant Financial Support. All of our full-time students receive a merit scholarship from Bay Path University, and more than 96% of our students receive additional financial aid that included grants, scholarships and loans.
Close Attention from Faculty. With a 12:1 student-to-faculty ratio, you'll form close relationships with your professors that will lead to research, internship and networking opportunities.
Thoughtful and Intentional Career Planning for Life. Our Sullivan Career and Life Planning Center (SCLP) is one of the best of its kind. As a Bay Path student, you will have lifetime access to the SCLP and the services it provides, including one-on-one career coaching and mentoring.

Undergraduate Study

A Place Where Knowledge Is Gained and Shared

If you ask a Bay Path woman graduate to define her academic experience, it would be one word: transformational. There is no other way to describe it.

Yes, we have majors in neurobiology, cybersecurity, and business analytics, as well as minors and concentrations that deepen your knowledge in a specific area. But we also educate the whole person, giving you the courage and confidence to be your best self, to help you get where you have to go, and to take on more in your life. It’s why women’s education still matters.

American Women’s College

Are you one of the 76 million American women who has accomplished many things in her life yet still lacks a bachelor's degree? You are not alone. At The American Women's College, we understand the reasons that women pause their education early in life:

Maybe going to college wasn’t right for you at the time
Maybe you started college and decided it wasn't a good fit
And then there other competing factors like family, work, and day-to-day pressures

Looking back, do you still wish you had earned a college degree? Now you can—with The American Women’s College Online. We offer: