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Academic Programs Assistant
- Reports to: Assistant Director, Academic Programs
- Wkly Hrs: 40 hours
- Department: Mathematics
- Date: 10/14/2025
Position Overview:
Academic Programs Assistant: Department of Mathematics Academic Services is seeking an individual to assist with course administration, including: Support for Service Classes, Advanced Standing Exams and Transfer Credit, Math Learning Center, Special Exam Accommodations, and Study Abroad.
Principal Duties and Responsibilities (Essential Functions**):
Course administrator for multi-sectioned service subjects
- Maintain records of grades in Canvas, including homework and exam grades.
- Organize all hour exams, final exams, and special accommodations exams (e.g. assign proctors, schedule rooms, request special equipment, request the printing of exams and course notes from Copy Tech).
- Collect and submit final grades, process official grade changes and the release of freshman hidden grades.
- Support faculty and instructors with Institute and department policy
- Compile a complete record of course materials (problem sets, exams, lecture notes, handouts) for electronic archiving.
- Notify instructors of meetings, teaching assignments, administrative procedures and deadlines.
- Coordinate 5th Week Flags.
- Assist students, faculty, and instructors with course-related issues, including finding teaching and proctoring substitutes, resolving scheduling conflicts, etc.
- Supervise Mathematics Summer Session at MIT.
- Canvas (and other online course management) contact person
- Support faculty, instructors and graders on Canvas.
- Set up subjects for each term.
- Work with the Canvas support team to make sure that the program works properly and suits the needs of the Mathematics Department.
- Help course staff with other course management systems, e.g., online grading.
Advanced Standing Exams
- Book rooms for exams
- Sign off on approval of ASE petitions
- Hire and train proctors for exams
- Coordinate with the Transfer Credit examiner for proctors and graders
- Coordinate with MITx team to ensure platform is functioning as needed and ready for exams
International Programs contact person
- Work with the Global Education office to promote programs.
- Work with faculty to assist students on appropriate programs and awarding credit.
Administration
- Serve as liaison to MIT offices including: Disability Services, Schedules, Registrar's, Copy Tech and First-Year offices.
- Answer phone and email inquiries from current and prospective MIT students, visiting families and other offices at MIT.
- Work with the department webmaster to keep information on the department website current.
- Assist in the training of new support/temporary staff in MAS. Train and supervise undergraduate student employees.
- Work on special projects as required.
Supervision Received:
Supervised by: Assistant Director, Academic Programs
Supervision Exercised:
No supervisory responsibilities
Qualifications & Skills:
Required: High School diploma or equivalent; Minimum of 3 years of administrative support experience; Work may require moving objects weighing 10 to 20 lbs. Work may require traversing long distances or moving from site to site. The successful candidate must be an organized individual who desires to work in a fast-paced environment and can adapt to changing priorities, as well as evolving technology platforms, including proficiency with Microsoft Office, web and graphic design software, email, and internet. MacOS or Windows; Must be detail-oriented, highly analytical, demonstrate initiative, Excellent interpersonal, and written and oral communication skills; ability to build positive relationships with a wide variety of individuals and stakeholders within the school and across the institution. Successful experience as both an independent and a team player is critical. A hybrid schedule is possible after the successful completion of probationary period. Employment is contingent upon the completion of a satisfactory background check.
Preferred: Bachelor’s degree; experience working in education and working in Canvas platform.
Pay Range (Min–Max) $27/hour - $32.90/hour