ACADEMIC SPECIALIST JOB DESCRIPTION

An Academic Specialist is someone who holds student academic progress accountable when no single faculty member can. This role owns the space between enrollment and degree completion, where provisionally admitted students, English Language Learners, and those with IEP designations require structured, individualized intervention rather than general instruction. In higher education institutions governed by accreditation standards and qualification framework requirements, the Academic Specialist manages caseloads of at-risk students, designs remedial units aligned to program learning outcomes, and produces the data reports that inform institutional retention strategy. Few roles touch as many stakeholders, registrars, program managers, faculty, and students themselves, while remaining accountable for measurable movement in academic standing.

As the Academic Specialist, you translate institutional retention goals into structured, student-level interventions, including remedial unit design, one-on-one academic support, and progress reporting to program and senior leadership. You sit within the academic support or student affairs function, coordinating daily with program managers, registrar staff, and faculty to ensure at-risk and provisionally admitted students advance through degree pathways on schedule.

Career Impact: Deep experience managing provisionally admitted student caseloads and producing retention data reports builds specialized credibility sought by directors of student success and academic affairs roles in four-year institutions.

Business Impact: When graduation rates and retention metrics stall, the Academic Specialist's interventions, from registration hold management to remedial curriculum design, are what restore measurable forward movement for individual students and institutional outcomes alike.

Growth Opportunity: This role develops the competency set needed to move into Curriculum Coordinator, Academic Advisor, or Instructional Coach roles, while the cross-functional exposure to registrar operations and qualification framework compliance sharpens institutional knowledge that advances seniority.

• Design and deliver individualized academic interventions for provisionally admitted and at-risk students to restore academic standing.
• Develop remedial units of instruction in core subjects with differentiated approaches for students with IEP designations and English Language Learners.
• Monitor student academic performance data across caseloads, identifying intervention candidates and tracking progress against benchmarks.
• Coordinate course scheduling, registration holds, and record corrections with program managers, admissions, and registrar staff to ensure accurate enrollment.
• Produce quantitative and qualitative student progress reports for program and senior leadership on a monthly or quarterly basis.
• Facilitate professional development sessions for tutors and instructional support staff, including observation and written feedback cycles.
• Review and calibrate academic assessments to ensure grading consistency and alignment with qualification framework levels.
• Partner with program teams on transition planning, parent and student meetings, and standard academic support service design.

• Bachelor's degree in Education, Student Affairs, or a related field, or equivalent work experience.
• 3 or more years of academic support or student affairs experience, with direct responsibility for at-risk or provisionally admitted student caseloads.
• Demonstrated ability to design remedial instructional units aligned to Common Core State Standards or institutional qualification frameworks.
• Experience producing formal student progress data reports for program management or senior institutional leadership.
• Proficiency in managing student records, enrollment holds, and registration workflows in student information systems.
• Strong written and verbal communication skills, with the ability to adapt detail and tone for students, faculty, and senior leadership audiences.
• Ability to manage multiple concurrent student caseloads, deadlines, and cross-functional coordination demands without supervisory oversight.

• Master's degree in Education, Higher Education Administration, or Student Affairs, with coursework in developmental advising or curriculum design.
• Experience conducting Recognition of Prior Learning assessments or administering credentialing documentation processes in a degree-granting institution.
• Bilingual or ESL instructional certification, or demonstrated experience supporting linguistically diverse student populations in an academic setting.
• Familiarity with accreditation compliance requirements and academic governance committee participation in a post-secondary institution.

• Provisional student retention rate, measuring the share of at-risk students who return to good academic standing within one term.
• Percentage of assigned caseload completing required intervention milestones on schedule each semester.
• Timeliness of monthly and quarterly student progress reports, measured against established submission deadlines.
• Grade calibration consistency across reviewed assessments, tracked via inter-rater agreement rate.
• Registration error rate for pathway students, reflecting the accuracy of hold management and enrollment coordination.
• Typical tools: student information systems (commonly Ellucian Colleague or Ellucian BANNER); retention management platforms (commonly Starfish or equivalent).

• Base Salary Range: $48,000 to $68,000 annually, depending on institution size and location
• Bonus: Merit-based increases are common; performance bonuses are rare in higher education
• Equity: Not typical for this role in higher education settings
• Health Benefits: Medical, dental, and vision coverage standard; varies by institution
• PTO: 15 to 25 days annually, plus academic calendar closures at most institutions
• Common Perks: Tuition remission or staff education benefits, professional development funding, and defined benefit pension plans at public institutions

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Work authorization in the United States is required as a condition of employment. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations for individuals with disabilities are available upon request throughout the application and employment process. Employment offers are contingent on successful completion of a background check, which may include education verification and reference checks.

The Academic Specialist owns the full cycle of student academic support at TK-8 elementary schools within the Department of Catholic Schools, overseeing peer tutoring, academic coaching, and the writing consultation program to improve retention outcomes. Reporting to school and institutional leadership and collaborating with advising staff, Admissions, and faculty across committees, the role shapes the academic standing of provisionally admitted and at-risk students through direct intervention, data tracking, and structured professional development.

Key Responsibilities

• Oversees and implements the peer tutoring and academic coaching program, including recruiting and initial training.
• Provides individual mentorship and monthly training workshops for tutors and academic coaches.
• Assesses, advises, and evaluates provisionally admitted students, including reviewing class schedules upon admission.
• Provides one-on-one support for students with academic needs, including academic counseling for students struggling with anxiety and academic coaching for students who request ongoing support.
• Tracks the performance of provisionally admitted students and students in poor academic standing, and provides necessary interventions using retention software.
• Serves as co-academic advisor for provisionally admitted students and Exploratory Major students in partnership with other staff.
• Create and maintain the writing consultation program within the university.
• Plans and teaches sections of Strategies for Success in the fall and spring semesters for students working toward good academic standing.
• Maintains syllabus, grading, and teaching standards as outlined in the faculty manual.
• Co-organizes and presents study skills workshops and speaks in classes as invited by departments to teach on available resources or provide study skills training.
• Collects, maintains, and reports data around student success and retention initiatives, including records about current trends in higher education academic support services.
• Serves on the Academic Appeals, Act Six, Admissions, and Retention Council committees.

Required Qualifications

• Master's degree in Education, Higher Education, Student Affairs, or a closely related field, with five years of experience in higher education support services preferred.
• Experience working with diverse student populations, including First-Generation, Students of Color, Students with Accommodations, and Pell-Eligible students.
• Experience in developmental advising and the ability to analyze and interpret assessment information from internal and external resources.
• Strong skills in public speaking for teaching and presenting in seminars, with the ability to communicate effectively in writing and verbally.
• Proficiency in student database programs, including Starfish Retention, Ellucian Colleague, Microsoft products, Formstack, and Prezi.
• Knowledge of methods to resolve conflicts with students, parents, and staff or faculty professionally and effectively.
• Ability to coordinate multiple projects and conflicting priorities to accomplish tasks efficiently and meet required deadlines.
• Ability to work independently, take initiative on projects with limited details, and collaborate cooperatively with diverse individuals within the institution.
• Commitment to the university mission, statement of faith, and demonstrated Christian character and servant leadership.

Embedded within a multi-stakeholder initiative spanning community schools, afterschool, and summer learning programs, the Academic Specialist develops and leads professional development, partnership engagement, and policy research efforts that expand program reach and effectiveness. Working closely with the Executive Director, practitioners, funders, school district representatives, and state education department staff, the role strengthens organizational infrastructure through data management, communications strategy, and coalition building.

Core Functions

• Works closely with the Executive Director, community schools, afterschool, and summer learning program stakeholders and practitioners to develop, lead, and support multi-faceted, multi-stakeholder initiatives.
• Organizes and facilitates meetings of stakeholders, including afterschool experts, practitioners, funders, advocates, professional development and technical assistance providers, curriculum providers, school district representatives, and state education department staff.
• Assesses ongoing professional development needs of community schools, afterschool and summer learning programs, and staff members.
• Identifies, manages, and promotes online and in-person professional development opportunities to meet the specialized needs of community schools, afterschool, and summer learning professionals, tracking participation and completion.
• Establishes and utilizes data management systems to track project outcomes, analyze impact, and create reports highlighting initiative results.
• Develops and implements engagement strategies to support partnership development between community schools, afterschool programs, summer learning programs, and schools with community-based organizations and businesses.
• Assists the Executive Director in policy research, analysis, and dissemination to support advocacy goals.
• Supports communications strategy to increase awareness of community schools, afterschool, and summer learning programs, including publications, website development and design, electronic newsletters, and social media.
• Supervises undergraduate student assistants, casual hires, and other subordinate employees.

Qualifications & Experience

• Baccalaureate degree in Education, Business Administration, Communications, Sociology, Social Work, or a related field, with two years of progressively responsible professional experience in afterschool programming, community schools, or related education and youth development fields preferred.
• Experience planning conferences, professional development workshops and trainings, and building and leading education-related coalitions.
• Experience managing an educational or non-profit organization, including training and directing support staff.
• Functional knowledge of principles, practices, and techniques in the coordination, management, and reporting of extramurally sponsored projects, including relevant federal and state laws, rules, regulations, and systems associated with community schools, afterschool, and summer learning programs.
• Strong public speaking ability and demonstrated ability to write reports and procedures and communicate effectively in a variety of situations.
• Demonstrated ability to recognize problems, identify possible causes, and resolve the full range of problems commonly occurring in the coordination and management of afterschool and summer learning programs.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members, and individuals.
• Proficiency in operating a personal computer and applying word processing software.

Reporting to the management team, the Academic Specialist leads instructional quality for the Virtual Extended Learning Year program, overseeing curriculum implementation, delivering virtual drop-ins and conferences for teachers, and ensuring all staff complete required operational training. Partnering with the Operations Specialist and program leadership, this role builds the capacity of a cohort of 12 to 15 virtual teachers to effectively support students through ongoing professional development and data-informed instructional strategies.

Primary Duties

• Communicates with virtual teachers, parents, and students regarding program implementation.
• Establishes a positive professional rapport with extended learning year staff, parents, and relevant personnel.
• Completes one virtual conference per teacher with the Academic Specialist to provide feedback on virtual classroom preparedness.
• Completes three virtual drop-ins per teacher throughout the virtual extended learning year program.
• Assures that all teachers complete required instructional and operational training, facilitating training as needed.
• Provides formal and informal ongoing professional development opportunities to instructional staff.
• Uses data and assists teachers in the development of instructional strategies to meet the needs of all participating students.
• Plans and hosts weekly cohort meetings with the Operations Specialist and meets weekly to share programmatic information.
• Works alongside the management team to maintain open communication and report instructional issues and concerns.
• Embodies core values of accountability, decisiveness, humility, and transparency in all interactions with colleagues and external partners.

Education & Experience

• Bachelor's degree required, with a master's degree preferred, and at least two years of related supervisory experience in education.
• Certification in or the ability to teach all basic skills or other related areas, with the ability to interact effectively with students and administrators.
• Experience with virtual instruction, including maintaining a deep understanding of effective virtual instructional methods, curriculum, and materials.
• Proficiency in reporting observational data through online databases and supporting operational excellence in program delivery.
• Strong time-management skills with the ability to support a cohort of 12–15 teachers and coordinate multiple priorities.
• Completion of required credentialing documentation, including a college diploma, current resume, and mandated online courses in school violence prevention and child abuse reporting.

Sitting at the intersection of academic advising and enrollment operations, the Academic Specialist manages course scheduling, registration, and record maintenance for pathway students in close coordination with Program Managers, Advisors, Admissions, and the Registrar. Operating across student information systems, including Ellucian BANNER, the role enables accurate progression tracking and grade reporting that support timely and compliant student advancement through degree pathways.

Duties

• Works with Program Managers and Advisors to plan and schedule pathway courses and seats based on anticipated enrollments, creating class schedule blocks.
• Places and removes registration holds on students as needed, notifying students with holds.
• Registers pathway students for classes with attention to curriculum grids and guidelines, test results, and space and resource constraints.
• Works with Admissions and the Registrar to troubleshoot registration and record errors.
• Produces student grade and progress reports for various stakeholders.
• Provides clerical and administrative support for matriculation and progression processes.
• Assists Program Managers with special projects.

Skills & Qualifications

• Bachelor's degree, or an associate degree with an equivalent combination of education and experience.
• Professional work experience in a university admissions or registrar's office.
• Significant experience with student information data systems and reports, including proficiency with the Ellucian BANNER application.
• Demonstrated experience managing records, with the ability to prioritize, meet deadlines, and work under pressure while maintaining attention to detail.
• Advanced proficiency in technical systems, including MS Access and MS Excel.
• Strong oral and written communication and interpersonal skills, with a customer service-oriented attitude.
• Ability to take initiative and work both independently and collaboratively with a wide variety of internal and external constituents, including culturally and ethnically diverse populations.

A key member of the academic administration team, the Academic Specialist delivers counter and phone services, manages programme administration and student affairs, and ensures compliance with national skills and workforce development authority requirements across training and funding frameworks. Collaborating with learners, corporate event teams, and administrative staff, the role builds institutional compliance and learner satisfaction through organized filing, fee collection, and direct student engagement at seminars and road shows.

Requirements

• Oversees smooth and effective programme administration processes and student affairs.
• Ensures compliance with regulatory and statutory requirements and standards of the national skills and workforce development authority.
• Maintains proper filing and fee collection systems.
• Proposes suitable training and funding solutions to learners.
• Actively participates in assigned corporate events, road shows, class support, and seminars.
• Performs counter and phone duties and handles general administrative duties.

Accountabilities

• Diploma or equivalent, with at least one year of relevant experience in the private education, training, and education industry.
• Familiarity with national skills and workforce development authority requirements and funding frameworks.
• Proficiency in MS Office applications and general computer knowledge.
• Strong organizational and time-management skills, with the ability to work in a fast-paced environment with meticulous attention to detail.
• Ability to engage and handle customer requests professionally, working both independently and as a team player.
• Availability to work on weeknights and Saturday mornings occasionally.

Continuous improvement of campus instruction depends on the Academic Specialist, who plans weekly purposeful planning meetings with teacher teams, delivers model lessons and co-teaching, and leads curriculum audits aligned to state standards and district frameworks. Based within the campus and district structure and collaborating with administrative teams, coordinators, and teachers across grade levels, the role advances student achievement outcomes by embedding a coaching cycle of training, implementation, monitoring, and reflection into daily instructional practice.

Leadership Responsibilities

• Plans and conducts weekly purposeful planning meetings with grade-level or department teacher teams to guide content focus, instructional methodologies, and intervention practices.
• Serves as instructional coach and mentor to campus teaching staff by developing and conducting model lessons, co-teaching, and observing teachers during classroom instruction, providing timely feedback to target areas for growth.
• Ensures that all teachers understand the state curriculum standards and provides support in designing lessons aligned with the district curriculum.
• Provides instructional coaching by assisting teachers with the implementation of district curriculum, selection of instructional materials and resources, intervention techniques and programs, and integration of technology within lesson design.
• Collaborates with teacher teams to identify students struggling with Tier I instruction, design tutorial schedules, and assist with the implementation of intervention programs.
• Participates in data analysis discussions with administrative and teacher teams to determine campus strengths and weaknesses, and collaborates to determine instructional focus to address campus needs.
• Works with district-level coordinators to audit and rewrite curriculum based on student achievement data, and prepares reports using available data systems to assist teachers in addressing specific standards and differentiation techniques.
• Works collaboratively with campus administration and teacher teams to develop an instructional coaching model following a continuous improvement cycle, including training, implementing, monitoring, and reflecting on campus and district initiatives.
• Maintains classroom observation records and anecdotal information for periodic discussion and review, and informs campus and district personnel when support is needed for course content, instructional practices, and coaching issues.
• Actively participates in campus and district decision-making processes, professional development opportunities, and district Academic Specialist meetings to collaborate and learn new teaching strategies.

Professional Experience

• Master's degree required.
• Valid state teacher's certificate, with a valid bilingual or ESL Spanish teacher's certificate preferred.
• Three years of successful classroom experience.
• Knowledge of curriculum and instruction, including state curriculum standards and district curriculum frameworks.
• Experience in presenting school-based and district-wide professional development.
• Excellent communication and interpersonal skills, with the ability to prioritize and manage multiple tasks in a complex and diverse school system.

As the Academic Specialist, this role leads the planning, design, implementation, and optimization of academic syllabi and program products for high school students, driving continuous improvement through KPI analysis and product feedback. The product department relies on this work to deliver enhanced customer satisfaction, stronger learning outcomes, and higher engagement across large-scale events and activity themes.

Scope of Work

• Participates in and takes responsibility for project management, process optimization, resource coordination, and project execution.
• Assists the product department in the planning, development, and optimization of academic syllabi, including project and activity planning, resource collection, copywriting, and brand marketing operations.
• Designs project implementation and drives continuous improvement of products based on KPIs and product feedback, improving customer satisfaction, learning outcomes, and activity goals according to different activity themes while enhancing engagement and participation.
• Leads research, development, and innovation of related product frameworks.

Background & Experience

• Bachelor's degree or above in a business-related field.
• Fluency in English as a working language, with Mandarin proficiency preferred.
• Excellent presentation and public speaking skills, with experience hosting large-scale events preferred.
• Strong communication, logical thinking, and adaptability skills.
• Demonstrated ability to work collaboratively in a team while managing responsibilities efficiently under pressure.

Academic Specialist delivers intensive learning interventions for academically at-risk students in HCZ afterschool programs, designing remedial units, overseeing tutors through class observations, and producing monthly and quarterly data reports for program and senior leadership. The work directly supports consistent, high-quality learning experiences by building tutor and instructional staff capacity through monthly professional development sessions, guiding program teams in lesson and unit development, and leading transition planning and parent engagement for incoming students.

Day-to-Day Responsibilities

• Leads the development and delivery of intensive learning interventions, individually and in small groups, for all students who are academically at-risk or off-track.
• Designs and revises remedial units of instruction in core subjects to meet students' needs, with special attention given to differentiation for individual strengths and weaknesses.
• Oversees the delivery of instruction of academic tutors through class observations, ensuring appropriate learning interventions for students with IEP designations and English Language Learners.
• Organizes and analyzes students' academic performance data to determine learning needs and strengths, identifies students for intervention, devises groupings, creates assessments, and monitors student progress.
• Provides quantitative and qualitative student data reports to program and senior leadership on a monthly or quarterly basis, and prepares summary reports of assessed learning needs for discussion with the program management team.
• Collaborates with and guides the program management team in the development of units, lessons, and activities to supplement students' school instruction and meet program academic goals.
• Works with coordinators to provide instructional guidance to teaching artists and activity specialists, and identifies or develops supplementary learning resources and strategies to support students' learning and enrichment interests.
• Oversees the hiring, coaching, and supervision of tutors and assigned instructional support staff, conducting observations and providing written feedback to improve performance and support professional development.
• Develops and delivers monthly professional development sessions for tutors and instructional staff, and attends at least five professional development sessions annually, sharing information with staff as appropriate.
• Collaborates with program teams to lead academic aspects of transition planning for incoming students, develop standard academic support services, and design components of parent and student meetings to discuss performance and college readiness.
• Participates in program special events, staff meetings, and other program events.

Minimum Qualifications

• Master's degree in education or a related field with at least four years of teaching experience, or a bachelor's degree with at least five years of teaching experience in an urban or low-income community, with afterschool teaching experience highly desirable.
• Knowledge of Common Core State Standards, literacy and STEM-based enrichment, best practices in curriculum building and lesson planning, and research on college readiness and early warning indicators for at-risk students.
• Strong communication skills, including clear and concise writing and speech, with the ability to adapt tone and level of detail for targeted audiences.
• Ability to work effectively as part of a team, including understanding and interacting with individuals of diverse backgrounds, skills, and abilities.

The Academic Specialist produces age-appropriate academic and enrichment programming for youth in a club setting, implementing educational curriculum focused on academic success, healthy lifestyles, and college and career readiness for Latino and African-American populations in an urban school district. Reporting to club leadership and engaging community partners, school staff, and families, the role advances measurable program impact through data collection, program evaluation, and consistent delivery of safe, caring, and progressive learning experiences.

Job Functions

• Provides age-appropriate programs and services in a safe and nurturing environment, helping youth advance in academic success, healthy lifestyles, and good character and citizenship, with a primary focus on academic outcomes.
• Creates a warm and caring environment where youth feel comfortable taking growth-related risks, and provides appropriate levels of assistance where all youth can flourish.
• Implements, facilitates, and coordinates assigned program services and educational curriculum for youth that are recreational, educational, and progressive.
• Fosters college and career readiness programs and family engagement, and maintains positive and healthy relationships with members, their parents or guardians, and school staff.
• Collects data and assists with accurately reporting on program and service delivery and impact, and participates in the evaluation of club programs to ensure they respond to stakeholder needs and expectations.
• Engages in a wide variety of community partnerships, ensures the safety of members, and demonstrates positive values and ethical behavior during service and program delivery.

Knowledge, Skills & Abilities

• High school diploma or General Educational Development certificate required, with an associate's degree and experience in youth programs desirable.
• Knowledge of youth development with a minimum of six months of experience in youth programs.
• Experience with cultural competency working with Latino and African-American populations in an urban school district.
• Computer proficiency, including Microsoft Office products, and the ability to communicate effectively both verbally and in written form.
• Flexibility, patience, tolerance, and a willingness to learn new related skills, with a valid CT driver's license with PSL endorsement as a plus.

Advances the effectiveness and compliance of language, regional expertise, and culture training for the LREC program within 1st SFC (A), the Program Management and Academic Specialist assesses foreign language database statistics and coordinates Foreign Language Proficiency Bonus paperwork across Special Forces commands. Oversees OPI test proctoring and readiness report compilation for audiences at O5 to O6 grade levels. 

Operational Focus

• Provides support to the foreign language training program.
• Assesses and analyzes foreign language office database statistics to enhance the effectiveness of the language, regional expertise, and culture training program.
• Coordinates with senior commands and service and component commands in support of the Foreign Language Proficiency Bonus program, including coordinating paperwork and procedures to assist changes in control languages for all assigned Special Forces personnel.
• Understands and applies all relevant service and local policies affecting incentives and language testing.
• Drafts, reviews, and provides recommended corrections for all language-related administrative materials.
• Compiles data, prepares reports, and creates presentations suitable for senior audiences at O5 to O6 grade levels, including unit database and readiness reports.
• Functions as an OPI and test proctor as needed.

Experience & Qualifications

• Bachelor's degree in any field, or five years of experience managing DoD language, regional expertise, and culture programs.
• Two years of experience managing language, regional expertise, and culture programs, and two years of instructor management experience in a military environment.
• Foundational knowledge of language, regional expertise, and cultural instruction programs.
• Proficiency in a non-English language.
• Proficiency in data entry, database maintenance, MS Office applications, and local area networks.

Reporting to the Academic Specialist Team Manager and working as part of a small team, the Academic Specialist develops and reviews course content and assessments for Kaplan Professional's Bachelor's and Master's of Financial Planning programs, delivering online lectures, tutorials, and workshops to undergraduate and postgraduate students. Partnering with internal and external stakeholders and serving on academic governance committees, this role ensures regulatory compliance with financial industry bodies and sustains program quality through content renewal, Recognition of Prior Learning assessments, and ongoing scholarly contributions.

Technical Responsibilities

• Reports to the Academic Specialist Team Manager, working as part of a small team.
• Prepares and delivers online lectures, tutorials, practicals, seminars, workshops, and other forms of educational delivery to undergraduate and postgraduate students.
• Provides one-on-one academic support to students in remedial programs.
• Collaborates with internal and external stakeholders to develop and review academic course content and assessments linked with learning outcomes and qualification framework levels.
• Reviews marked papers to ensure consistency and calibration of grades, and ensures courses match current scholarly requirements through content renewal and accreditation processes.
• Conducts Recognition of Prior Learning assessments for current and prospective students, and maintains frequent and meaningful communication with all tutors and assessors in the discipline.
• Provides scholarly contributions in relevant cognitive areas and or in pedagogy, regularly investing in scholarship via research, further study, and or publications.
• Ensures compliance with the expectations of financial regulators and professional bodies, and serves as a member of relevant academic governance committees as required.

Education & Experience

• Master's degree in Finance required, with completion or near-completion of a PhD in Finance preferred.
• Expert knowledge in financial planning and wealth management, including financial services regulatory obligations and industry association codes.
• Experience in learning design and delivery, with knowledge of the regulations governing the higher education sector desirable.
• Knowledge of applied finance desirable.
• Strong desire to work in a fast-paced and evolving education and corporate environment.