Administrative Coordinator, Division of Student Success

Staff Non-exempt Boston, Massachusetts


Description

Position Summary: 

As a member of the Division of Student Success (DSS) administrative services team, the Administrative Coordinator provides complex and diverse office support and serves as a source of information and problem solving for students, faculty, staff and other constituents. The Administrative Coordinator should effectively meet the demands of a busy academic support office.  

Primary/Principal Responsibilities: 
  • Responsible for performing a variety of administrative duties that facilitate the day-to-day Division of Student Success (DSS) operations, including reception, first point of contact, answering the phone, scheduling appointments, responding to email, updating campus calendar with divisional events, tracking divisional resources (a/v equipment, course text books), and distributing mail.  Must have the ability to comfortably interact and communicate with all levels of DSS, Suffolk Community, and visitors.
  • Primary responsibilities include, but not limited to, working independently and in a team environment to support the vision, mission and goals of DSS.  Provide direct administrative support to the central reception, and when necessary train student workers on central reception procedures and appropriate technology. 
  • Must be able to adapt to shifting priorities, meet deadlines, and effectively execute in a fast-paced environment. Must have excellent organizational skills; meticulous attention to detail; a proactive approach to problem solving and prioritization, complemented by strong decision-making capability; and excellent professional verbal and written communication skills.
     Proficient with Microsoft Office.  Must be adept at learning and working with multiple software (e.g.: Ellucian Colleague, EAB Navigate, Workday, Agiloft, TouchNet, BlackBoard, SchoolDude, Terra Dotta, ImageNow, ServiceNow, etc)
  • Will collaboratively support the DSS Administrative Services Manager on divisional projects and other duties as assigned.
  • The administrative services team support the following offices:
    • Center for International Programs & Services
    • Coaching & Academic Success Programs
    • Tutoring & Peer-to-Peer Success Services
    • Office of Disability Services
    • Undergraduate Academic Advising Center 
  • Duties may include, but are not limited to:     
    • Track expenses, order supplies, reconcile expenses to budget, complete check requests, create requisitions and purchase orders, submit invoices for payment. 
    • Create contracts in Agiloft for management approval.
    • Aid with CLEP registration & proctoring.
    • Maintain & update technology and printed resource inventories.
    • Maintain copies of course syllabi and other course materials, as needed.
    • Upload student transcripts to student records. 
    • Provide logistical support to programs and events: including budgeting, planning & marketing, catering, equipment rental, room reservation, facilities requests, signage, set-up/breakdown
    • Serve as a Designated School Official for travel signatures and other non-adjudicated SEVIS activities.
    • Assist with Disability Services operations: accommodation letter distribution, early registration process, and exam proctoring.
    • Attend occasional committee meetings throughout campus & record meeting notes.
    • Update front-desk training materials with pertinent department-specific knowledge to support operations & systems.
    • Assist with training of student staff in the use of technology used within the Division of Student Success.
    • Maintain division-wide student worker database.
    • Update departments’ webpages by coordinating with staff & web services. 
    • Assist with divisional social media presence while following Suffolk branding guidelines.
    • Serve as steward of keys for locked areas, including conference rooms, storage cabinets and master key.
    • Submit work orders with Facilities and ITS Help Desk.
    • Provide support for departments during new, transfer & international student orientation.
    • Serve on a divisional committee. 

Requirements/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.
  • 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 Administrative Services Manager and other DSS colleagues is necessary.
  • Must have a flexible work schedule and be available morning and/or evening hours until 7:00 pm. The anticipated hours for the admin position are as follows:
    M-TH 10:30-7:00pm, F 11:00-5:00; Total: 35 hours/week

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.

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.