Administrative Coordinator

Staff Non-exempt Boston, Massachusetts

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Description

The Administrative Coordinator, CAS Dean’s Offi ce, provides general administrative support for a variety of academic programs, initiatives and projects, working collaboratively with Associate and Assistant Deans and a variety of stakeholders in the College and at the university.

Primary Responsibilities:

Provide administrative support for dean’s office programs, initiatives, projects: Responsibilities include but are not limited to record keeping, document and spreadsheet preparation, maintaining project timelines and assisting with project management, scheduling meetings, preparing documents for meetings, preparing slide presentations, preparing fliers and promotional materials.

Graduate Program Support across all CAS Graduate Programs : works collaboratively with Graduate Program Directors and Admissions to drive graduate student enrollment through marketing, events (online and in-person); facilitates onboarding of new graduate students, including collaboratively developing and implementing New Student Orientation, ensuring all incoming students are registered; follows up on various student issues collaboratively with Graduate Program Directors to support positive student learning experience; collaborates with Director of Faculty & Student Engagement to support graduate student community-building; collaborates with Career Services to facilitate career programming for graduate students.

Administrative Support for First-Year Seminar and CAS Cross College program; administer course proposal process; assist with scheduling changes; assist with field trips and guest speaker funding and planning; issue newsletters for instructors. If needed, may provide additional support for the cross-school Creativity and Innovation program.

Summer Programming & Summer Orientation support : provides year-round planning, operational and logistical support for summer programs and new student orientations including collaborating with dean’s office and faculty leaders and staff from across the institution to implement a seamless programmatic experience for participants; develop relevant market research and target audience data reports to inform planning and summer programming.

Bridge Support for Administrative Functions in Academic Departments : As needed, p rovides administrative support for students, faculty in CAS academic departments on a short-term and part-time basis to ensure smooth operations and user support in the advent of extended absence or vacancy. Duties may include, but are not limited to: posting office hours; ordering desk copies of textbooks and following up with the bookstore for text book 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; providing 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. Provide administrative support and coordination for special projects. Duties may include preparing invitation lists, flyers, and other promotional materials; schedule meetings and maintaining schedules; arranging logistics such as conference space reservation and catering; making travel arrangements; keeping records of expenses, applicants, attendance and outcomes.

Other Duties as Assigned. Because some of the responsibilities in this portfolio are seasonal, the workload allocation varies over time as will the other duties as assigned.

Qualifications/Skills needed:

• Bachelor’s degree

• 3+ years of relevant administrative experience preferred

• Ability to work in fast-paced environment, adapt to shifting projects and responsibilities

• Demonstrated track record of professionalism and positivity

• Demonstrated cross-cultural competency in a diverse workplace.

• Excellent attention to detail, ability to complete tasks independently with accuracy

• Self-starter with ability to learn quickly

• Ability to work collaboratively and effectively as a member of a team

• Excellent listening, verbal and written communication skills

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.