Administrative Coordinator For Economics and Philosophy

　　Staff Non-exempt Boston, Massachusetts

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　　Description

　　As a member of an academic department, provide complex and diverse office support and serve as a source of information and problem solving for students, faculty, staff and other University personnel. Anticipate the needs of faculty and students. Effectively meet the demands of a busy academic office.

　　Responsibilities:

　　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 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. 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.

　　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; 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

　　Review academic program communication with Department Chair. 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 take into account 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.

　　Work and assist faculty and Department Chair to submit any expense reports, supplier invoice requests, requisitions, or other business purchases/processes as needed. Work with Department Chair and other university personnel to prepare annual capital budgets and maintain operational budget. Hire, train, and assign tasks for work study students. Approve hours in Workday. Work to support graduate programs (if applicable) by tracking student data and providing resources and information to students as they move through their programs. Other duties as assigned by manager.

　　Requirements:

　　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 currently uses Ellucian Colleague but will be switching to WorkDay Student).

　　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).

　　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 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

　　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.