Administrative Coordinator- Division of Student Success
Summary of Position:
As a member of an administrative services team, you will provide complex and diverse office support and serve as a source of information and problem solving for students, faculty, staff and other constituents. The ideal candidate will be able to anticipate the needs of faculty and students and effectively and efficiently meet the demands of a busy academic support office.
Primary/Principal Responsibilities Central Reception:
Responsible for performing a variety of administrative duties that facilitate the day-to-day operations of the Division, including reception, first point of contact, answering the phone, scheduling appointments, responding to email, updating campus calendar with division events, track division resources (a/v equipment, course text books, etc..) and the ability to comfortably interact and communicate with all levels of the Division, Suffolk Community, and visitors.
Primary/Principal Responsibilities Division Support:
Will collaboratively support the Data & Operations Manager on division projects and other duties as assigned. The admin coordinator will be supporting the following departments:
- Career Development Center
- Center for International Programs and Services
- Center for Learning & Academic Success
- Office of Disability Services
- Undergraduate Academic Advising Center
Duties may include, but are not limited to:
- Track division/department expenses (as assigned), order supplies, reconcile expenses to budget, complete check requests, and create purchase orders, travel expense reports, and reimbursements for director approval.
- Aids with CLEP registration & proctoring.
- Maintains & updates technology and printed resource inventories.
- Maintains copies of course syllabi, grades and other course materials.
- Provide logistical support to outside organizations that come to campus for presentations, workshops, fairs and events.
- Assist with developing department specific knowledge to support operations & systems.
- Assist staff with programming logistics, including budgeting, planning & marketing of events, catering, equipment rental, room reservation, facilities requests, signage, set-up/breakdown. Events & programs include, but not limited to: career week, graduation and international programs.
- Provide support for departments during new, transfer & international student orientation.
The ideal candidate will have the ability to adapt to shifting priorities, and meet deadlines. Excellent organizational skills; meticulous attention to detail; proactive approach to problem solving and prioritization complemented by strong decision-making capability are desired as well as excellent professional verbal and written communication skills.
Strong proficiency using Microsoft Office and the ability to learn and work with multiple software.
- Three to five years of relevant experience or a bachelor’s degree is required.
- Strong computer skills including: MS Office (Word, Excel, Outlook and PowerPoint) as well as relational database experience (Suffolk uses Ellucian Colleague)
- Excellent written and oral communication as well as organizational skills.
- Must be committed to providing the highest level of customer service and responsiveness.
- Demonstrated experience working in a high volume, deadline oriented customer focused environment.
- Proven ability to work independently and as part of a dynamic team. Must be creative and proactive.
- Must be able to handle difficult situations and confidential material with sensitivity and professionalism.
- Excellent attention to detail and high standards for quality of work.
- Ability to understand and work with university policies and procedures including, but not limited to the Family Educational Rights and Protection Act (FERPA).
- Ability to take initiative where and when appropriate but also the confidence to know when consultation with the faculty member, Data & Operations Manager and colleagues is necessary.
- Works standard University business hours 8:45am-4:45pm. On occasion may need to work evenings.
- Evening works non-standard University business hours 10:30am-7:00pm (Monday-Thursday), 11:00am-5:00pm (Friday) to meet the needs of the services provided by Student Success.