Academic Support Specialist

Job Description

MBA

The following duties are considered essential to this position. Other duties may be assigned as needed to support departmental and university objectives.

1. Graduate Student Advising - Main Campus

• Serve as the primary academic advisor for main campus graduate business students enrolled in College of Business and Enterprise programs.
• Assist students with degree planning, course selection, registration, and academic progress monitoring.
• Interpret and communicate university academic policies, degree requirements, and graduation criteria to graduate students.
• Maintain accurate and confidential advising records in the university's student information system.
• Collaborate with faculty, the Registrar's Office, and other university departments to resolve student academic issues and ensure timely degree completion.
• Conduct proactive outreach to at-risk students and connect them with appropriate university support services.

2. Residency Data Tracking and Communication - Hybrid Programs

• Track, manage, and maintain accurate residency attendance and completion records for all hybrid graduate business programs.
• Coordinate all residency-related communications with students, faculty, and program stakeholders, including scheduling, logistics, reminders, and follow-up correspondence.
• Develop and maintain data management systems to ensure accurate and up-to-date residency records in compliance with program and accreditation requirements.
• Generate reports on residency participation and completion as required by program administrators or accrediting bodies.
• Identify and resolve discrepancies in residency data in a timely and accurate manner.

3. College of Business and Enterprise Event Management

• Plan, coordinate, and execute events for the College of Business and Enterprise, including orientations, networking events, speaker series, awards ceremonies, and student engagement activities.
• Manage event logistics including venue reservations, catering, audio-visual equipment, promotional materials, and guest communications.
• Work collaboratively with faculty, staff, and university departments such as Marketing, Facilities, and Information Technology to ensure successful event execution.
• Maintain event calendars, track budgets, and provide post-event assessments and reporting as directed.
• Represent the College of Business and Enterprise with a high level of professionalism at all university and community-facing events.

4. Undergraduate Internship Program Coordination

• Serve as the primary coordinator for undergraduate internship programs within the College of Business and Enterprise.
• Develop and maintain relationships with employer partners to source internship opportunities for undergraduate students.
• Guide students through the internship application process, including site identification, placement, documentation, and academic credit requirements.
• Collaborate with faculty supervisors to ensure internship placements align with program learning outcomes and university policies.
• Monitor student progress throughout internship experiences and facilitate communication between students, faculty supervisors, and employer partners.
• Maintain internship records, compile outcome data, and provide reports to program administrators and institutional effectiveness efforts.

5. Phone and Ticket System Support - Hybrid Graduate Business Programs

• Provide timely and professional telephone and ticket system support for students and prospective students enrolled in or inquiring about hybrid graduate business programs.
• Respond to inquiries related to program requirements, registration, residency schedules, and general program information in a knowledgeable and service-oriented manner.
• Document and track all support requests and resolutions within the university's ticket management system.
• Escalate complex issues to appropriate faculty or administrative staff and follow up to ensure satisfactory resolution.
• Identify recurring support issues and collaborate with program leadership to develop proactive solutions and improved communication resources.

6. Louisville Residency Support

• Attend and provide on-site support for Louisville residency sessions as required by program administrators.
• Assist with residency set-up, student registration, attendance tracking, and any logistical needs on site.
• Serve as a point of contact for students and faculty during Louisville residencies, addressing questions and facilitating a positive experience.
• Coordinate travel and accommodation arrangements in accordance with university travel policies.
• Provide post-residency follow-up communications and documentation as needed.