ACADEMIC SPECIALIST JOB DESCRIPTION
Updated: Mar 31, 2025 - We are seeking an Academic Specialist skilled in research-based instructional strategies for reading and mathematics, and efficient in managing postal and courier mail aligned with operational procedures. The role involves guiding curriculum implementation and evaluation, handling incoming academic mail and communications, and ensuring timely data entry and tracking. Key responsibilities include collaborating with educational staff, overseeing mailroom protocols, and digitizing documents for operational efficiency.
An Overview of Academic Specialist Job Description Responsibilities and Qualifications
1. The perfect candidate for an Academic Specialist position would possess hands-on experience in teaching, expertise in Mathematics or English, and the ability to adjust their approach to suit a dynamic, start-up business environment. At FEV Tutor, we pride ourselves on our distinctive 'Start-Up' atmosphere that fosters swift and boundless career and financial growth opportunities for our most dedicated employees who are eager to advance alongside the company. This role involves assisting Academic Success Coaches (ASCs) in the execution of tutoring programs and guaranteeing that these initiatives are structured to optimally leverage school/district resources, thereby significantly enhancing student academic outcomes.
Academic Specialist Roles and Responsibilities:
- Review online tutoring sessions using a Tutor Evaluation Rubric & Tutoring Quality Key Performance Indicators (KPIs) and report back on findings.
- Assist with ongoing curriculum and assessment development as foundation items impacting overall tutoring effectiveness.
- Analyze instructional trends and challenge areas. Create training videos and resources for the tutoring operations team to use for scaled impact and improving overall instructional effectiveness.
- Respond to high-importance customer feedback via email, phone, etc. and collaborate with key stakeholders externally (teachers, parents, students) and internally (tutoring ops team, ASC’s,) for real-time problem-solving.
- Run weekly and bi-weekly live training with tutoring team leaders, based on KPIs, trends and improvement areas.
- Make recommendations based on observations on how to improve and make live tutoring more engaging and effective to students
- Meet and exceed KPI goals (as set forth by manager) for tutoring quality and program success.
- Develop and improve processes/systems for effective collaboration with the Global Operations team.
- Conduct Growth/Impact Analyses working with our internal Data Analytics Team in order to identify measurable and tangible achievement gains correlated to online tutoring (ex. comparing State/Benchmark Assessment Results to tutoring usage bands).
- Develop personalized tutoring plans designed to maximize achievement gains and meet the needs of individual students based on School Benchmark Data, State Test Results, IEP Goals, FEV Tutor Diagnostics, Curriculum and Other Resources.
Academic Specialist Experience and Qualifications
- Teaching Degree and/or similar degree (Curriculum & Instruction, etc)
- Team-player able to work independently with critical thinking and process development skills
- Strong academic skills across the board
- Experience with special needs students (academic and social-emotional)
- Ability to communicate and problem solve effectively with both children and adults
- Dexterity in working collaboratively as a team with school teachers, specialists, therapists, and parents
- Excellent time management and organizational skills
- Understanding of individual learning styles
Explore key responsibilities with Academic Specialist Career Guide to understand tutoring impact and curriculum development roles
2. We're on the hunt for an Academic Specialist who showcases a profound understanding of research-driven instructional programs and strategies in reading and mathematics. This role involves close collaboration with the Principal, Program Coach, and teaching staff to provide guidance and support for the adoption and assessment of reading and/or mathematics curricula.
Academic Specialist Roles and Duties:
- Uses research-based reading and mathematics instructional programs and strategies to improve student learning.
- Demonstrating knowledge of research-based reading and mathematics instructional programs and strategies.
- Works collaboratively with the Principal, Program Coach, and teaching staff to facilitate training and support for the implementation of the reading and/or mathematics curricula and related assessments.
- Provides coaching and modeling to teachers in organizing literacy and/or mathematics instruction, student assessment, lesson design, and instructional delivery, including collaboratively planning lessons.
- Monitors and analyzes reading and/or mathematics instructional assessment data, utilizing disaggregated student achievement data to plan and deliver instruction.
- Monitors student progress in reading and/or mathematics.
- Actively participates in professional development activities that are provided by the District and/or by professional development organizations.
- Verification of these required qualifications is necessary.
Academic Specialist Experience and Requirement:
- Bachelor's degree in Education
- Three years of teaching experience
- Valid Arizona Department of Education Teacher Certificate
- Reading Specialist K-12 Endorsement
- One year of remedial program experience
- One year of curriculum, instruction and assessment program experience.
- To perform the job successfully, an individual must be able to perform each essential duty satisfactorily.
- Representative of the knowledge, skill, and/or ability required.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Demonstrating effective instructional skills
- Demonstrating knowledge of literacy-rich environments and concepts of print
- Demonstrating knowledge of District curricula, assessment, and instructional programs
- Knowledge of core reading programs, mathematical programs, and the six traits of writing
- Demonstrating knowledge of the interpretation of assessment data
- Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.
3. We are actively seeking an Academic Specialist whose responsibilities will include the immediate and effective coordination of all postal and courier mail related to applications with our established procedures upon their arrival. The duties entail the processing of incoming mail, which consists of academic documents and correspondence from institutions, applicants, and other external entities, following our mailroom's strict guidelines for marking, documenting, and preparing these items for digital conversion, among various other responsibilities. Furthermore, this role demands the accurate entry of courier mail details into our tracking system on the same day they are received, making sure to incorporate any existing applicant reference numbers.
Academic Specialist Functions:
- Process faxes, emails, and challenges on the day received
- Accurate entry of unmatched documents into AICES
- Purge scanned non-original documents on completion of document review as directed
- Originals documents are handled as per WES policies and procedures and returned to applicant after review
- Office mail distributed as per WES policies and procedures
- Primary Duties and Responsibilities (may overlap with Key Results Areas – responsibilities vary by individual):
- Follow courier mail tracking protocols by correctly entering courier tracking information into appropriate system
- Search for appropriate applicant in AICES and match documents to existing WES applicant account,
- Print cover sheets
- Enter documents for applicants not currently in the system (Unmatched documents) according to WES policies
- Retrieve physical documents when requested
- Follow all return original document review and return protocols
- Purging of scanned documents as directed
- Scan all documents accurately and in a timely manner
- Secondary Duties and Responsibilities (may overlap with Key Results Areas):
- Assist with all tasks in the Academic Records Department as required.
- Expected Performance Outcomes
- Zero missing documents (all files coming into department, go out of department)
- Incoming mail and academic documents are entered, matched and processed in an accurate manner on the day received
- Files/Documents handed to scanners prepared and ready to be scanned, (no staples, paperclips, etc.)
Academic Specialist Skills, Experience and Requirements:
- All mail identification protocols are followed (stamping, rush services, etc.)
- Excellent computer skills including Microsoft Office and experience working with databases
- Experience in an office setting, particularly handling large numbers of records/documents
- Good oral and written communication skills
- Positive team player
- Able to maintain a positive attitude and produce accurate work
- Ability to multitask
- Organized and detail-oriented
- Creative and effective problem solver
- Approachable, accountable and able to accept constructive criticism
- Understands and upholds security protocols
- Able to logically think through an issue, troubleshoot problems, etc.
4. The Academic Specialist's role includes aiding in the identification and selection of Upward Bound Participants, ensuring the Upward Bound web pages are regularly updated and maintained. This position oversees the supervision of academic tutoring, as well as the facilitation of both core and advanced curriculum courses. Responsibilities also involve commuting to schools, engaging with both students and parents, overseeing and mentoring Academic Tutors, devising and implementing study activities, upholding a professional standard of confidentiality, and assisting in the gathering and examination of data for evaluative purposes. The role necessitates working on weekends and the ability to travel.
Academic Specialist Roles and Duties:
- Review and analyze participant grades, transcripts, ACT/SAT Scores, rigorous coursework etc. in order to develop Individual Action Plans for each participant specific to their academic and personal goals
- Assist in identifying and selecting Upward Bound participants
- Lead assessment of participants' academic needs and monitoring/evaluation of progress
- Provide individual academic, financial literacy, and career counseling
- Supervise academic tutoring and delivery of core and rigorous curriculum courses
- Create and execute parent involvement paths
- Communicate with students and parents
- Supervise and train Academic Tutors
- Organize and conduct study activities
- Assist with monthly group learning sessions related to financial literacy, college and career exploration/development, personal/social development and other success skills
- Assist with college tours and cultural events
- Support data collection and analysis for evaluation
- Ensure web pages are updated and current
- Assist the Upward Bound Director with the Annual Performance Report
- Establish and maintain a cooperative working relationship with faculty and administrators associated with the schools where students are served
Academic Specialist Experience and Qualifications:
- Bachelor's degree or higher in education, counseling, and advising, or related field.
- Two years of relevant experience working with youth and parents.
- Experience working with a variety of learning styles.
- Experience with web page formatting, social networks, and e-communication.
- A valid New Mexico Driver's License or the ability to obtain one within 30 days of employment is also required, as well as the ability to safely operate a motor vehicle in all kinds of weather and road conditions.
- Prior TRIO experience or participation in TRIO or similar program preferred.
- Knowledge in financial aid processes, admission procedures, recruitment and community relations and various assessment tools
Create Your Academic Specialist Resume Builder and Get Hired Faster
Editorial Process and Content Quality
This content is developed by the Lamwork Editorial Team using structured analysis of real-world job data, skill requirements, and hiring patterns.
Research framework by Lam Nguyen, Founder & Editorial Lead.
Reviewed by Thanh Huyen, Managing Editor.
Learn more about our editorial standards.