Suffolk University invites qualified candidates to apply for Administrative Associate position.This position is responsible for providing administrative support to the Dean of the Sawyer Business School and to the Associate Dean/Dean of SBS Undergraduate Programs, Sawyer Business School.
- Manage the Deans’ calendars, schedule meetings and appointments as requested.
- Arrange any logistics for meetings and appointments.
- Provide meeting support and preparation of materials for staff meetings, Committee and Board meetings.
- Responsible for taking meeting minutes at various meetings.
- Answer phones for Deans greet guests to the Dean’s Suite.
- Handle incoming requests and outgoing directives (both internal and external) for the Deans, serving as liaison between the Deans and internal and external Suffolk and Sawyer Business School constituencies.
- Open, sort and prioritize the mail sent to the Deans.
- Participate in events and programs as needed including but not limited to Commencement, SBS programs and events.
- Track office expenses, reconciling expenses to budget, complete check requests, and create purchase orders, travel expense reports, and reimbursements for Dean and/or Associate Dean’s approval.
- Produce a wide variety of documents and reports.
- Conduct best practice research as directed.
- Assist with special projects as needed.
- Compose and draft correspondence, proof read and edit documents as needed.
- Programmatic support for all priority initiatives and activities in support of SBS undergraduate programs.
- Bachelor’s Degree is preferred.
- A minimum of five years’ experience performing administrative support functions in an executive-level office and managing projects in a fast-paced environment with competing demands.
- Professional experience and acumen to handle sensitive and/or difficult situations diplomatically, to represent high level executives with tact and discretion, and to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
- Experience managing dynamic electronic calendars, and scheduling and coordinating large, complex meetings and special events.
- Writing, editing, and proofreading skills to produce correspondence and other written materials that reflect the high standards and professionalism of an executive office; experience editing copy for grammar, spelling and punctuation.
- Experience working in an executive office environment that requires interpersonal and communication skills to create and maintain professional collaborative working relationships with an acute understanding of customer service and business processes.
- Experience using various software programs (Microsoft Office programs including Word, Excel, PowerPoint and Outlook, databases, etc.) to accomplish assignments.
- Experience gathering and synthesizing information from a variety of sources with skill to translate, define and present the information to others.
- Availability to work evenings and weekends as needed is required.
Additional Experience Preferred but not Required
- Understanding of and experience in higher education academic support and student support services (e.g., financial aid, career support, and advising).