Administrative Assistant

Staff Non-exempt Boston, Massachusetts


Description

Job Description Summary

 Suffolk University is pleased to announce the career opportunity for Administrative Assistant! Reporting to the Assistant Dean of Law Academic Services this position is responsible for providing high quality administrative support for the Law Academic Services Office. The Law Academic Services Office provides direct student service and as such a high level of service is expected. The Office is a fast paced, high volume office environment with peak volume relative to the Law.

Primary/Principal Responsibilities: 

% of Time

Responsibility

15%

Provide administrative support to the Assistant Dean. Duties may include, but are not limited to: printing materials for student appointments; assisting with mail merge letters; helping create block schedules; data entry; scanning and printing documents; taking staff meeting minutes and creating Action Items lists; updating Operations calendar; Informer reporting; assisting with Write On Competition, assisting the Dean with verifying Concentration Completion requirements. Assist with special events including Phi Delta Phi Initiation and Roundtable Course Exploration event. Duties may include making room reservation; preparing materials such as sign-in sheets, programs, tent cards, faculty bios; assisting with distributing materials at event.

20%

Publications/Communications Provide support for Academic Services Office publications and communications. Assist with updating and proofreading Roundtable Course Exploration Guide, Registration Guide, New Student Guide, Proctor Training Guide, Student Examination Grading Guide, and Faculty Examination Grading Guide. Assist Dean with communications to students including sending mail merge letters, editing Contact emails, and helping create and distribute monthly newsletter to students. Provide Carousel backup.

40%

Exams/Proctors Provide administrative support for exams (Fall midterms and final exams, Spring midterms and final exams, LPS Quizzes, Summer exams). Duties include creating proctor folders with exam rules and regulations, proctor lists, proctor sign out sheets and examination scripts; printing labels, tent cards and affidavits for Accommodated students, and students with Make Up exams; assisting with ExamSoft printing and compiling exams to be graded by faculty; compiling Make Up exams to be graded by faculty; ensuring that faculty assistants are emailed for pickup of examinations, and that exams are signed for upon collection; distributing and collecting take home examinations; assisting with Grade Distribution Reports. Act as liaison to examination proctors. Communicate with proctors regarding examination times and dates, scheduling needs, availability, and confirmed assignments. Track proctor hours, assist at proctor training sessions, provide Assistant Dean with current schedule information, distribute additional materials to proctors as needed, assist with proctoring if needed.

10%

Inquiries Provide front line support for students, faculty, staff, and alumni. This includes greeting visitors, providing information in-person, over the phone and via email, and scheduling appointments. Tactfully handle inquiries, answering as many as possible independently and referring others to the Assistant Dean, or to another University department when appropriate.

5%

Budget Track office expenses, reconcile expenses to budget, complete check requests, and create purchase orders.

10%

Commencement. Provide administrative support for Commencement. Duties include tracking faculty regalia requests, following up with assistants as needed; compiling regalia order for faculty; following up with students regarding incomplete regalia requests; updating Commencement Information Guide for students; assisting with preparation and distribution of Commencement packets (tickets, invitations, Guide); assisting with distribution of graduation cords on graduation day, helping line up students and escorting them to seats.

Requirements/Qualification: 

  • 1-2 years of office support experience preferably in an academic setting
  • Strong computer skills including working knowledge of MS Office (Word, Excel and Access) and experience using databases.
  • Excellent written and oral communication skills.
  • Strong customer service orientation
  • Ability to work in a fast paced, student centered office setting
  • Ability to maintain strict confidentiality
  • Strong attention to detail and accuracy in work
  • Monday through Friday 8:45am-4:45pm with occasional evenings during exam period

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.