The Administrative Assistant is primarily responsible for providing efficient and responsive administrative, organizational, and logistical service to the Executive Director at Boston University Study Abroad (BUSA), a division of Global Programs, helping the Executive Director to manage and prioritize his/her time. This includes, but is not limited, to creating a variety of reports and correspondence as well as maintaining the Executive Director's calendar, minute-taking, making travel arrangements, managing one-off projects, and communicating with other schools and colleges on campus. Duties also will include providing logistical support for the annual Study Abroad/Global Programs meetings and other special events. The Administrative Assistant reports to the Executive Director; he/she may also assist the Director, Finance and Administration on administrative projects in support of the Office of the Vice President and Associate Provost for Global Programs (VP/AP). The Administrative Assistant will also provide administrative support to the other members of the Study Abroad executive staff members.
Manage and maintain the Executive Director's calendar. Filter phone calls, highlight urgent correspondence and assist in managing priorities. Troubleshoot any problems and communicate with appropriate departments. Meet weekly with the Executive Director to discuss upcoming engagements, invitations and other requests. Schedule on behalf of the Executive Director meetings between BUSA offices, BUSA staff, deans, faculty and administrators from schools and colleges on campus and from other partner schools. Coordinate travel and accommodations for the Executive Director. Prepare correspondence on behalf of the Executive Director, including the drafting of general replies. Take meeting minutes as required and complete research on behalf of the Executive Director. Create a variety reports as requested. Meet and greet the Executive Director's guests. Ensure that meeting logistics are taken care of, including setting up technology for Skype meetings or visual aids for all staff meetings. Provide logistical support for the annual study abroad/global programs meetings.
Coordinate the process of requests requiring routing to the Office of the (VP/AP) regarding HR, operations, agreements and other matters as necessary, including tracking signatures by Executive Director. Under the direction of the Executive Director or his/her designee, will create the communications, ensure that all proper documents/vetting are included and serve as the point of contact for Global Programs on these requests. Will assist in the drafting of memoranda required for various proposals. Additional projects for the Finance and Administration team as assigned, including supporting the efforts of the Global Programs Administrative Support Team.
Provide administrative support to the Director, Operations, Study Abroad.
General administration to include scheduling of multi-person meetings, scanning, mailing, and tracking of documentation, and assistance with preparation of materials requiring signature by the Executive Director, Study Abroad and/or the VP/AP, Global Programs.
Oversight of electronic (shared server and SharePoint) and print filing processes, to ensure ease of access for all executive staff and good practice with respect to management of materials.
Will work collaboratively with the Assistant to the (VP/AP) Global Programs on projects and initiatives; may provide support for special delegations and will act as a back up to the Assistant to the (VP/AP) Global Programs.
Other duties as required, with flexibility and responsiveness essential.
Salary: Grade 72
Position requires Bachelors Degree in education, business administration, or related field. Two to four years of providing executive administrative support. Excellent Microsoft Office skills and database applications, with SharePoint skills desirable. Strong writing skills are essential, along with organizational and administrative skills and a high level of self-sufficiency. Strong interpersonal skills, professional demeanor and the ability to work as part of a team. Must be able to balance competing priorities. Professional knowledge of international education preferred.
Boston University is no small operation. With over 33,000 undergraduate and graduate students from more than 140 countries, 10,000 faculty and staff, 16 schools and colleges, and 250 fields of study, our two campuses are always humming.