Massachusetts Veterans Jobs

Administrative Coordinator

Staff Non-exempt Boston, Massachusetts

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Description

As a member of the Division of Student Success (DSS) administrative services team, the Administrative Coordinator provides office support and serves as a source of information and problem solving for a diverse population of students, faculty, staff, and other constituents. The Administrative Coordinator should effectively meet the demands of a busy academic support office while also supporting a student worker team of 12-15 employees.

Central Reception :

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, and responding to email. Must have the ability to comfortably interact and communicate with all levels of DSS, Suffolk Community, and visitors. Primary responsibilities include, but are 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 team and all DSS offices.

Division Support :

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 Education and Study Away

• 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, create requisitions and purchase orders, submit invoices for payment, create contracts for management approval.

  • Provide logistical support to programs and events including budgeting, planning, marketing, catering, equipment rental, room reservations, facilities requests, signage, set-up/breakdown.

  • Submit work orders with Facilities and ITS Help Desk.

  • Update department webpages by coordinating with staff & web services.

  • Serve on a divisional committee.

  • Assist with CLEP registration & proctoring.

  • Update front-desk training materials with pertinent department-specific knowledge to support operations & systems.

  • Serve as steward of keys for locked areas including conference rooms and storage cabinets.

  Qualifications:

  • Three to five years of relevant experience, or a bachelor’s degree is required.

  • Must be able to adapt to shifting priorities, meet deadlines, and effectively execute in a fast-paced, high-volume environment while being committed to providing the highest level of customer service.

  • Strong computer skills including: MS Office (Word, Excel, Outlook, and PowerPoint). Must be adept at learning and working with multiple higher education platforms.

  • Excellent verbal and written communication.

  • Excellent organizational skills, with attention to detail and high standards for work quality.

  • A proactive, creative approach to problem solving.

  • Proven ability to work independently and as part of a dynamic team.

  • Must be able to handle difficult situations and confidential material with sensitivity and professionalism. Strong decision-making capability.

  • 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 when and where appropriate, but also the confidence to know when consultation with the Administrative Services Manager and other DSS colleagues is necessary.

  • Flexible work schedule and be available morning and/or evening hours until 7:00pm. After 90 days of employment, there will be a possibility to work from home one day per week.

  The anticipated schedule for the Administrative Coordinator is as follows:

  2 days a week 11am-7pm; 3 days a week: 8:30am-4:30pm. Total hours: 35 weekly .

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. As 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.