Reporting to the Managing Director, Finance and Administration, the Office Services Administrator will be responsible for management of office operations including inventory control, vendor relationships, maintenance and space needs, interdepartmental payroll for a global organization, HR records management, and in collaboration with HR manger onboarding and off boarding of all staff.
Responsible for streamlining administrative procedures, inventory control and developing intra-office communication protocols to ensure office operations run smoothly. Manage relationships with internal and external vendors relied upon to facilitate day to day office operations. Review vendor contracts and establish maintenance and renewal plans. In collaboration with GP leadership, oversee maintenance and layout of the Global Programs office space, including space renovations. Proactively review general office and kitchen supplies and place appropriate orders as needed. (35%)
Manage payroll actions for Global Programs with emphasis on non-Boston Study Abroad lectures and staff. This includes, but is not limited to establishing and managing a process to ensure accuracy for this population's monthly payroll by processing new hires and one-time payments. Proactively work with appropriate University offices to ensure compliance and legal right to work in foreign locations. Serve as lead for student employment, by processing student hires and managing student payroll budgets for up to 40 student employees. Make recommendations on how best align student budgets across Global Programs' units. (35%)
Human Resources Information Systems:
Support the HR function in the management of HR data and records, liaising with sites as required. Make recommendations and implement, when appropriate, procedures to improve the flow of information from satellite sites. Establish a system that ensures HR records are updated in a timely fashion. Act as the lead Departmental Security Administrator (DSA), ensuring staff have proper permits and resolving issues as needed. (20%)
Partner with the HR Manager to plan and coordinate the onboarding process for new hires. This includes, but is not limited to, work station preparation, updating contact lists; securing name plates, business cards, keys and other office supplies, and coordinating with the communications team on formal announcements. Similarly, partner with the HR Manager to ensure smooth and efficient off-boarding process, ensuring proper security of University property and system access. (10%)
Salary: Grade 73
Bachelor's degree, and three plus years of experience. Highly organized with ability to manage multiple projects and priorities at the same time. Strong attention to detail. Discreet and heightened sense of awareness when working with sensitive data. Strong cross-cultural interpersonal and communication skill and the ability to work effectively with all levels of staff. Proven track record of proactively solving office operational issues.
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.