The SBS Graduate Programs Coordinator is the first point of contact for the fast paced SBS Graduate Programs Office. The individual is responsible for ensuring outstanding customer service to all stakeholders- prospective students, students, alumni, SBS graduate programs team members and SBS faculty-while providing proactive, timely, and thorough administrative support to the SBS graduate programs team. In addition to implementing successful office management strategies, the Program Coordinator executes admissions/recruiting relating tactics as well as the coordination and implementation of SBS 700, SBS Graduate Programs Orientation and SBS Graduate Program EDGE events for all new and returning graduate students each semester.
The position reports directly to the SBS Assistant Dean of Graduate Programs and works closely with the administrative program directors for SBS graduate Programs, Dean of Graduate Programs and Assistant to the Dean of Graduate Programs.
Provides timely, accurate, and thorough administrative support to SBS graduate programs team, Assistant Dean and Dean of SBS graduate programs.
Cross trained on all SBS graduate programs and serves as first point of contact on behalf of all SBS graduate programs.
Performs general front office responsibilities including: answers general inquiries via phone, in person or email; triage calls to appropriate persons/offices; orders copies; updates materials; processes documents; answers SBS program specific phone lines and email addresses as requested.
Provides administrative support to Assistant Dean of Graduate Programs and SBS graduate program administrators, as well as all Program Directors when needed.
Processes student related forms and documents with appropriate departments in support of their academic program requirements (e.g. incomplete forms, registration forms, Programs of Study, Declaration of Concentration forms, Change of Grade Forms, etc.)
Schedules bi-weekly team meetings throughout year; student meetings/appointments as needed.
Tracks and orders office supplies for SBS graduate programs team, general supplies for SBS departments on 5 th Floor Sargent Hall.
Creates and maintains multiple databases related to admissions processes, budgets, student enrollment data, partnership agreements and event management.
Handles processing of POs and contracts for SBS graduate programs.
Coordinates and supervises work of work study and graduate fellowship students.
Processes payroll for work study and graduate fellowship students.
Report generation and analysis of data as requested.
Uploads Programs of study 3 x per week.
Enters program advisor into system.
Maintains master calendar of SBS steady state courses and events.
Answers EVAL/Program of Study questions as requested for continuing students.
Schedules and oversees administration of proficiency exams, collection of fees, as requested.
Updates proficiency exam information about exam process with appropriate department chair annually.
Enters waivers, credit requirements and courses with substitution into EVAL across all SBS graduate programs for newly admitted/deposited students weekly.
Implements process for email outreach to students with status of LOA, stop out and students not enrolled 1 or more years, twice a year.
Disseminates mail daily for Dean's office and SBS graduate programs.
Oversees floor management and works with facilities to ensure clean and reset throughout week.
Manages EDGE budget with Assistant Dean to support events, and budget reconciliation as needed.
Works with SBS graduate student organizations to provide guidance on event planning, coordination and logistics as needed throughout semester.
Initiates, coordinates and oversees annual schedule of events and academic sessions to support SBS Graduate Programs and its students.
Under the direction of the Dean of Graduate Programs' Assistant and Assistant Dean, plans logistics and covers SBS EDGE, SBS 700 and SBS Graduate Orientation throughout the year (approximately 26 EDGE events-held in morning, during work day, evening and some Saturdays), 6 weekend sections of SBS 700 and 2 half day new student sessions of orientation).
Oversees follow up of non-registered new students for orientation and SBS 700 each semester.
Coordinates materials, generation of registration lists, RSVPs, processes payment, logistics for SBS graduate program events.
Manages registration and promotion for all SBS graduate program events.
Arranges adequate event space, processes food orders, requests media, and confirms event guest and attendee arrival.
Produces inclusive event calendar for distribution, generates Eventbrite registration RSVPs and invitations, and adds events to ADX university calendar, Handshake and electronic boards.
Markets events toward pointed groups and promotes student/guest attendance to ensure event is successful and achieves its goals.
Tracks no-shows in order to charge students the mandatory fees.
Processes contracts, fees and scheduling of speakers to meet professional development needs of current students.
Creates, initiates survey instruments, and analyzes and shares results for orientation, SBS EDGE and other projects when necessary.
Assists with event planning and coverage to serve any SBS graduate program, including commencement, on an as needed basis.
Executes timely Marketing/Admission tactics to support SBS graduate programs' attainment of annual recruiting goals.
Assists with yield outreach to prospective students, applicants, current students as needed, across all programs and locations.
Manages centralized email communication to SBS graduate programs using Constant Contact.
Creates and disseminates bi-weekly SBS graduate student e-newsletter.
Attends recruiting events, on and off campus, representing all SBS graduate program when necessary.
Manages Partner Scholarship Program and EdAssist database and registration details with SBS colleagues, Financial Aid and Bursar office.
Centrally manages inventory and updates for SBS graduate program marketing collateral as requested and ensures materials available for recruiting events throughout year for all SBS graduate programs.
Represents SBS graduate programs at events internally and externally.
Manages content of SBS Graduate program Graduate Student Services webpages.
Trained in Red Dot to update website and catalog information.
Undergraduate degree or commensurate years of work experience (minimum of 2-3 years) in an office support role is preferred. Higher education experience a plus.
Demonstrated commitment to customer satisfaction with a high level of responsiveness.
Must be creative and proactive, with the ability to manage multiple projects simultaneously and handle difficult situations.
Ability to manage relationship across multiple levels within and external to organization.
Strong communication skills; written and verbal.
Time management skills and analytical skills essential.
Standard hours of this position are 8:45am to 4:45 pm, M-F, however ability to keep flexible hours to support program objectives, including some evening and weekends, is necessary.
Experience in admissions/program administration within higher education a plus including familiarity with SLATE, Colleague and other higher education platforms.
May require travel locally and domestically. Must have a valid driver's license.
Expected fill date: July 2019
Internal Number: oRVR9fww
About Suffolk University
Located right in the heart of downtown Boston, Suffolk University gives its students unparalleled access to the city and all it offers.Our college green is the Boston Common. We are steps from dozens of historic sites like the Old State House, Faneuil Hall, and the Massachusetts State House. We have no real boundaries to our campus' Boston and Suffolk blend together. That means our students have incredible access to a wealth of opportunities, whether it's museums and restaurants or internships and co-ops. At the same time, we also take pride in being a personal, student-centered school, where faculty and administrators know students by name. We take the time to recognize each student's promise, figure out what makes him or her tick, and build important mentoring relationships.As we have done since our founding, we strive for one thing at Suffolk: give students the tools they need to be successful, smart, and satisfied at whatever they choose to do.