Administrative Coordinator, College of Arts and Sciences

Staff Non-exempt Boston, Massachusetts


Description

Suffolk University is pleased to announce a career opportunity as Administrative Coordinator! As a member of an administrative services team provides complex and diverse office support and serve as a source of information and problem solving for students, faculty, staff, and other constituents. Anticipate the needs of faculty and students. Effectively meet the demands of a busy academic office.

To be considered for this position please submit a cover letter.

Suffolk University requires all employees to be vaccinated against the COVID-19 vaccine unless granted an exemption for medical or religious reasons.

Responsibilities

40 % of time
Provide administrative support to students, faculty, and any other University personnel. Duties may include, but are not limited to keeping informed of upcoming deadlines; posting office hours; ordering desk copies of textbooks and following up with the bookstore for textbook orders; processing facilities work requests; tracking and ordering office and instruction/teaching and research supplies; attending all faculty meetings and keeping minutes for faculty review.

Provide reception desk coverage and front-line support for students. This includes but is not limited to answering phones, greeting, and tactfully providing information in-person, over the phone, and via email.

35% of time
Provide administrative support and coordination for special projects. Duties may include preparing invitation lists, flyers, and other promotional materials; scheduling meetings and maintaining schedules; arranging logistics such as conference space reservation and catering; making travel arrangements; keeping records of expenses, applicants, attendance, and outcomes. Examples of special projects could include:

- Events for student academic organizations, honorary societies, and or department alumni
- Admissions events
- Faculty committee meetings, special colloquia, or lectures

15% of time
Review academic program communication with Administrative Services Manager. Create, maintain, modify, and/or ensure accuracy of content in various academic program documents, displays, reports, brochures, social media, and/or websites.

Support with creating department course schedules. This includes gathering data and projecting course offerings for the following academic year, assisting to create class schedules that consider student needs, faculty preferences and Registrar’s and Dean’s Office guidelines.

Ensure data entered into system is up-to-date and accurate.

Gather data; compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports.

10% of time
Work and assist faculty and Administrative Services Manager to submit any expense reports, supplier invoice requests, requisitions, or other business purchases/processes as needed.

Assist Administrative Services Manager with hiring, training, and assignment of tasks for work-study students. Approve hours in Workday.

Work to support graduate programs by tracking student data and providing resources and information to students as they move through their programs.

Other duties as assigned by manager.
Qualifications:
• 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.
• 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).

Requirements:
• Demonstrates excellent level of customer service and responsiveness.
• Demonstrates 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.
• Ability to take initiative where and when appropriate, but also understand when consultation with Manager, and/or colleagues is necessary.
• Work either standard University business hours 8:45am-4:45pm or a schedule that supports departmental needs. On occasion must be available to work evenings and weekends as needed to staff and support College of Arts and Sciences events including, but not limited to Commencement, Convocation and others.

Suffolk University does not discriminate against any person on the basis of race, color, national origin, ancestry, religious creed, sex, gender identity, sexual orientation, marital status, disability, age, genetic information, or status as a veteran in admission to, access to, treatment in, or employment in its programs, activities, or employment. Suffolk University is an affirmative action, equal opportunity employer. The University is dedicated to the goal of building a diverse and inclusive faculty and staff that reflect the broad range of human experience who contribute to the robust exchange of ideas on campus, and who are committed to teaching and working in a diverse environment. We strongly encourage applications from groups historically marginalized or underrepresented because of race/color, gender, religious creed, disability, national origin, veteran status or LGBTQ status. Suffolk University is especially interested in candidates who, through their training, service and experience, will contribute to the diversity and excellence of the University community.