Job

Senior Program Assistant, MAS

Job Description

To coordinate all aspects of graduate academic administrative matters for the program in Media
Arts and Sciences (MAS) at the MIT Media Lab, and manage undergraduate engagement with
the Lab and the program. Will serve as the primary resource to students regarding the academic
program, degree requirements, and educational policies and procedures.

MAS has a graduate student community of approximately 200 graduate students and 26 faculty.

Responsibilities

Academic Administration (90%)

  • Manage administrative aspects of graduate admissions process: answer questions from prospective students; provide faculty and others with GradApply support; assign applications for review; facilitate admissions committee meeting; track and analyze admissions data; propose and implement policy and/or process changes, as necessary.
  • Onboard new students, including advising on course planning, ensuring IPIA forms are signed, and working with second year Master’s students to coordinate the “Meet the Lab” series.
  • Track students’ progress through the program, including coordinating Master’s Thesis Prep and Critique Day, guiding students on getting their general exams approved and completed.
  • Manage thesis submission process: advise degree candidates on thesis deadlines, procedures and Institute specifications; review theses for compliance with specifications, informing students of modifications needed; confirm degree candidates’ academic eligibility for graduation.
  • Manage course offerings and enrollment, including scheduling classes, updating MIT course catalogue, maintaining course and teaching records, monitoring online grading, and collecting course evaluations.
  • With associate faculty department head, organize and facilitate yearly doctoral cohort meetings.
  • Advise students on academic and administrative concerns, counsel students in need and refer to appropriate resources, when necessary.
  • Lead team organizing large-scale MAS events such as Open House, MAS Preview, Orientation, and Commencement Celebration.
  • Manage MAS Master’s student database; participate in creation of new PhD student database.
  • Research, propose and implement new or updated systems and processes to increase efficiency and accuracy of MAS student services in a continually changing environment.
  • Coordinate with International Students Office to create and maintain visiting student appointments. Serve as first point of contact for visiting students. 
  • Manage Undergraduate Research Opportunity (UROP) appointments.
  • Interact with Institute central administrative and academic departments including, but not limited to, the Dean of the Graduate School Office, Student Support Services, MIT Medical, International Students Office, Undergraduate Advising and Academic Programs Office, and the Office of the Registrar.
  • Collect and send forms to MIT Committee on the Use of Humans as Experimental Subjects (COUHES).
  • Maintain portions of MAS website related to areas of responsibility.

Financial Responsibilities (10%)

  • Manage purchasing for the StudCom and MAS accounts, including creating purchase orders and invoices.
  • Prepare journal vouchers and requests for payment, create trip reports, verify credit card charges, and reconcile accounts.

Qualifications

 A minimum of five years’ experience in academic administration is required. Bachelor’s degree
strongly preferred. Must have demonstrated ability to work with students, faculty, staff in a highly
diverse environment; ability to work effectively under pressure of deadlines in an environment
with a high volume of work; meticulous attention to detail; ability to balance multiple tasks
simultaneously; and a strong sense of organizational processes. Excellent communication skills,
and exceptional interpersonal, and organizational skills are essential. Strong emphasis is placed
on customer service and enhancing and streamlining processes. Experience with MITSIS and
WebSIS, highly desired.


To apply, go to hr.mit.edu/careers and search for job ID #17098.

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