The Division of Student Success invites qualified candidates to apply for an Administrative Services Coordinator (ASC) to join their team. Student Success provides support to students when they need it within the Center for Learning and Academic Success, Undergraduate Advising, International Programs & Services, Access and Opportunity, Career Development, and Disability Services.
The Administrative Services Coordinator will spend approximately 50% of the time working at a central reception area, and 50% of the time providing administrative support to the various clients in the division. The incumbent will provide complex and diverse office support and serve as a source of information and problem solving for students, faculty, staff and other constituents. They will also anticipate the needs of division staff, faculty and students and effectively meet the demands of a busy academic support office. The position is worked for 10 months out of the year, with time away from work from June 15-August 15.
The ASC is responsible for performing a variety of administrative duties that facilitate the day-to-day operations of the Division, including reception, first point of contact, answering the phone, scheduling appointments, responding to email, updating campus calendar with division events, track division resources (a/v equipment, course text books, etc..) and the ability to comfortably interact and communicate with all levels of the Division, Suffolk Community, and visitors. The ASC will work both independently and in a team environment to support the vision, mission, and goals of the Division.
The ASC will provide administrative support to assigned student success department(s). Duties may include, but are not limited to:
- Track division/department expenses (as assigned), order supplies, reconcile expenses to budget, complete check requests, and create purchase orders, travel expense reports, and reimbursements for director approval.
- Aids with TOEFL & CLEP registration, ordering & administration.
- Maintains & updates technology and printed resource inventories.
- Maintains copies of course syllabi, grades and other course materials.
- Provide logistical support to outside organizations that come to campus for presentations, workshops, fairs and events.
- Serve as a Designated School Official for travel signatures and other non-adjudicated SEVIS events.
- Coordinate the accommodation letter process and the early registration process
- Organize exam accommodations, including scheduling, room reservation, receiving & delivering exams.
- Assembles and prepares comprehensive student information for academic standing committees.
- Attend committee meetings throughout campus & record meeting notes
Will collaboratively support the Administrative Services Manager on division projects and other duties as assigned:
- Assist with developing department specific knowledge to support operations & systems.
- Assist with training of professional and student staff in the use of technology the Division of Student Success implements
- Assist staff with programming logistics, including budgeting, planning & marketing of events, catering, equipment rental, room reservation, facilities requests, signage, set-up/breakdown. Events & programs include, but not limited to: career week, graduation and international programs.
- Maintain Division wide current student worker database.
- Update department's webpage by coordinating with staff & web services. Attend ongoing training as needed.
- Maintains a social media presence for the departments by posting content to Facebook, twitter and LinkedIn while following Suffolk OMC branding guidelines.
- Steward of keys for locked areas, including conference rooms, storage cabinets and master key.
- Submit work orders with facilities and ITS Help Desk.
- Provide support for departments during new, transfer & international student orientation.
The ideal candidate must be able to adapt to shifting priorities, meet deadlines, and effectively execute in a fast-paced environment. They must must have excellent organizational skills; meticulous attention to detail; a proactive approach to problem solving and prioritization, complemented by strong decision-making capability, as well as excellent professional verbal and written communication skills.
- 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 uses Ellucian Colleague)
- Excellent written and oral communication as well as organizational skills.
- Must be committed to providing the highest level of customer service and responsiveness.
- Demonstrated experience working in a high volume, deadline oriented customer focused environment.
- Proven ability to work independently and as part of a dynamic team. Must be creative and proactive.
- Must be able to handle difficult situations and confidential material with sensitivity and professionalism.
- 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).
- Ability to take initiative where and when appropriate but also the confidence to know when consultation with the faculty member, Administrative Services Manager and colleagues is necessary.
Works non-standard University business hours Monday-Thursday 11:30am-8:00pm and Friday 11:30am-5:30pm to meet the needs of the services provided by Student Success. On occasion, weekend work may be required.
Working at Suffolk
Suffolk University is a private, urban university located in the heart of downtown Boston. Our college green is the Boston Common and we are steps from dozens of historic sites including the Old State House, Faneuil Hall, City Hall and the Massachusetts State House. We have no real boundaries to our campus—Boston and Suffolk blend together.
Suffolk has been committed to creating an exceptional learning experience since 1906. Our vision is to be recognized as a dynamic institution that fosters engaged learning, rigorous scholarship, innovative thinking, and community collaboration across disciplines. We will ensure that Suffolk graduates are versatile and prepared for modern society and the new world market. We will provide rich curricula, experiential learning opportunities and professional mentoring through increased collaboration with alumni and community partners. We will recruit, mentor, and support a diverse faculty of teacher-scholars who are passionately committed to preparing our students to be leaders in the global community. We will inspire investment in a Suffolk community that is built on ethical, forward-thinking leadership, teamwork, and cooperation.
We compete for the best talent. We are an equal opportunity employer committed to a diverse community. We are actively seeking applicants from groups that might be under-represented because of race/color, gender, religion, real or perceived disability, national origin or LGBTQ status. As part of our commitment we encourage you to complete the demographic portion of the application in addition to submitting your cover letter and resume/CV as it will assist us in targeting our recruitment efforts.
Please note that Suffolk University conducts background checks as a condition of employment.
We are also committed to the well-being of our employees. Our terrific benefits package for benefits-eligible positions include, but are not limited to:
- Generous paid time-off programs and commitment to work-life balance
- A 9% retirement contribution match when eligibility guidelines have been met
- Tuition free course benefits in the College of Arts and Sciences and in the Sawyer Business School for employees with additional tuition benefits for spouses, domestic partners, and children
- Top-notch well-being care available through Harvard Pilgrim Medical/Delta Dental and a Flexible Spending Account
- Pre-tax commuter benefit
- Employee Assistance Program that provides employees and their family members with initial assessment, referrals and short-term counseling for personal and work challenges
- Discounted home and auto insurance