Academic Systems Specialist

Overview

Act as a liaison across academics, admissions, advising, and IT to ensure technical needs and process goals are met. Manage applicant and student data across admissions, enrollment systems, and the LMS, ensuring accuracy, system integrity, reporting, and compliance. Collaborate with admissions, faculty, and IT to streamline data processes and support informed decision-making.

Responsibilities

Enrollment/LMS: Provide system administration and support for Canvas, Banner, Degree Works, Exam Soft and Coursedog, as well as other academic systems. Oversee course enrollment and track program completion in Degree Works. Manage LMS data, including enrollments, access, and term updates; ensure accurate record synchronization, troubleshoot issues, generate reports, and support users. Administer graduation surveys and collect outcomes data to meet accreditation requirements.

Admissions: Manage applicant data from submission through enrollment, ensuring accuracy and completeness. Generate reports on application trends, decisions, and enrollment metrics. Support file processing, audits, and compliance while collaborating with admissions to streamline workflows and improve data integrity. Monitor marketing campaigns and evaluate outreach effectiveness.

Administrative: Provide general administrative support to Graduate School Dean, Associate Deans, Director of Advisement, Administrator, and other GSBMS staff as needed.

Enrollment/LMS Support

• Oversee student enrollment in courses and monitor program completion in Degree Works.
• Create and update courses through Coursedog and ensure changes are reflected on the website and in the Learning Management System (LMS).
• Manage user accounts, course enrollments, and term updates within the LMS.
• Ensure accurate synchronization of student and course data between institutional systems and the LMS.
• Monitor and maintain data integrity, resolving discrepancies in a timely manner.
• Generate course, enrollment, and usage reports for academic leadership and program review.
• Provide technical support to faculty and staff regarding access, course setup, and data issues.
• Assist with LMS configuration updates, testing, and system enhancements.
• Support compliance, accreditation, and record-keeping requirements related to course delivery and student participation.
• Serve as systems coordinator and primary trainer for academic systems as assigned.

Admissions Support

• Compile admissions and applicant data for the Dean and prepare all relevant notices and supporting documentation.
• Review and evaluate supporting documentation for completeness and compliance with admission requirements.
• Monitor and track the status of applications throughout the admissions cycle.
• Maintain regular communication with applicants via phone, email, and Zoom, providing guidance and updates as needed.
• Assist with planning and execution of orientation programs and accepted student events.
• Update the website to ensure accuracy.
• Work collaboratively with the Dean of Admissions, Director of Advisement, and Admissions Coordinator to support recruitment and admissions communications strategies.
• Assist with the ongoing implementation of the CRM to ensure effective usage of the recruitment system.
• Perform benchmarking analyses of admissions and enrollment needs and trends at geographic area and peer institutions.

General Administrative Support

• Design, distribute, and analyze surveys as needed using Qualtrics or similar software.
• Assist with special projects and initiatives within the department and in collaboration with the Dean’s Office.
• Perform other duties as assigned.

Qualifications

Education/Experience:

• Bachelor’s Degree.
• Two to three years’ experience with CRM in a college or university setting preferred.

Knowledge/Skills/Abilities:

• Strong technical ability required.
• Excellent knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Competency with Canvas (or other LMS), Banner, PostbacCAS, and Engage products.
• Proactive, self-motivated, and able to work independently with strong follow-through.
• Strong problem-solving and organizational skills; ability to manage multiple tasks simultaneously.
• Excellent oral and written communication skills.
• Exceptional customer service skills and a professional, approachable demeanor.
• Exercises discretion and maintains strict confidentiality.
• On-campus, in-person position.
• Expect to work several evenings per month to support faculty instruction and exam administration.

Minimum Salary

Maximum Salary

Salary : $58,400 - $73,000