This position is responsible for providing administrative support to the Dean of the Sawyer Business School and to the Associate Dean of the Business School/Dean of SBS Undergraduate Programs, Sawyer Business School.
Appointments, Calendars, and Meeting Support
Manage the Deans' calendars, schedule meetings and appointments as requested, and arrange any logistics for meetings and appointments.
Provide meeting support and preparation of materials for staff meetings, Committee and Board meetings. Responsible for taking minutes at various meetings, including monthly Faculty Assemblies.
School Calendar Management
Update the School's academic calendar based on the Provost's Faculty Calendar and University Calendar
Manage the communications and reminders regarding PAPR (periodic academic program review)
Event Planning, Oversight and Support
Develop a Master Event Schedule incorporating all the major events of the School, the departments, the programs, and the Centers
Coordinate event scheduling and management, and collect/summarize event feedback
Make logistical arrangements or provide guidance and supports for events
Provide support to the Dean and SBS at major academic events such as Convocation and Commencement
Manage the entire faculty hiring process, arrange travels and campus visits by working with relevant department coordinator(s)
Remind the Dean and pertinent faculty members and Chairs regarding: Promotion & Tenure, Emeritus/Emerita, Sabbatical Leave, Annual Performance Review, and End-of-Year Dept. Reports
Advise the Office of Marketing and Communications about new faculty, or retiring faculty so that web pages are current
Expense Tracking and Management
Track office expenses, reconcile expenses to budget, complete check requests, and create purchase orders, travel expense reports, and reimbursements for Dean and/or Associate Dean's approval
Prepare travel expense reimbursements, and monthly Corporate Card reporting for Dean
Front Desk Reception
Answer phones for Deans and greet guests to the Dean's Suite.
Handle incoming requests and outgoing directives (both internal and external) for the Deans, serving as liaison between the Deans and internal and external Suffolk and SBS constituencies.
Support of SBS Undergraduate Programs
Produce a wide variety of documents and reports.
Conduct best practice research as directed.
Assist with special projects as needed.
Compose and draft correspondence, proofread and edit documents as needed.
Programmatic support for all priority initiatives and activities in support of SBS undergraduate programs.
Upon the Dean's requests
Bachelor's Degree preferred.
A minimum of five years' experience performing administrative support functions in an executive-level office and managing projects in a fast-paced environment with competing demands.
Professional experience and acumen to handle sensitive and/or difficult situations diplomatically, to represent high level executives with tact and discretion, and to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
Experience managing dynamic electronic calendars, and scheduling and coordinating large, complex meetings and special events.
Writing, editing, and proofreading skills to produce correspondence and other written materials that reflect the high standards and professionalism of an executive office; experience editing copy for grammar, spelling and punctuation.
Experience working in an executive office environment that requires interpersonal and communication skills to create and maintain professional collaborative working relationships with an acute understanding of customer service and business processes.
Experience using various software programs (Microsoft Office programs including Word, Excel, PowerPoint and Outlook, databases, etc.) to accomplish assignments.
Experience gathering and synthesizing information from a variety of sources with skill to translate, define and present the information to others.
Availability to work evenings and weekends as needed is required.
Additional Experience Preferred but not Required
Understanding of and experience in higher education academic support and student support services (e.g., financial aid, career support, and advising).
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.
Suffolk University is 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.
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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.