Suffolk University, a prominent private institution situated in the heart of downtown Boston, seeks a motivated and outgoing individual for the position of Administrative Coordinator in the Center for Career Education and Professional Development. The Suffolk 2025 strategic plan calls for a bold reimagining and significant expansion of the Career Center. Over the course of the 2020/2021 academic year the Center will expand to include a Career Exploration team focused on university-wide career education initiatives, a team overseeing industry-specific Career Communities, and a team dedicated to Center operations, data, technology, and communications. It is an exciting time to join the Suffolk Career Center and to shape these new units and job roles.
As a member of the operations team for the Center for Career Education and Professional Development (CEPD), the administrative coordinator provides complex and diverse office support and serves as a source of information and problem solving for students, faculty, staff, employers, alumni and other constituents. The administrative coordinator should effectively meet the demands of a busy career education office.
Responsible for performing a variety of administrative duties that facilitate the day-to-day operations of the CEPD, including reception, first point of contact, answering the phone, scheduling appointments, responding to email, updating campus calendar with Center events, tracking CEPD resources, and the ability to comfortably interact and communicate with all levels of the CEPD, Suffolk Community, and visitors.
Primary responsibilities include, but are not limited, to working independently and in a team environment to support the vision, mission and goals of the CEPD. Providing direct administrative support to the central reception & when necessary train student workers on central reception procedures & appropriate technology.
Must be able to adapt to shifting priorities, meet deadlines, and effectively execute in a fast-paced environment. Incumbent must have excellent organizational skills; meticulous attention to detail; a proactive approach to problem solving and prioritization, complemented by strong decision-making capability; excellent professional verbal and written communication skills.
Proficient with Microsoft Office and must be adept at learning and working with multiple software systems (i.e. Handshake recruiting software, Quinncia resume reviewer, etc.)
Assist staff with programming logistics, including budgeting, planning & marketing of events, catering, equipment rental, room reservation, facilities requests, signage, set-up/breakdown
Track expenses (as assigned), order suppliescreate purchase orders, process travel expense reports, and submit reimbursements for approval.
Maintains & updates technology and printed resource inventories.
Provide logistical support to outside organizations that come to campus for presentations, workshops, fairs and events.
Attend meetings throughout campus & record meeting notes.
Assist with developing department specific knowledge to support operations & systems.
Assist with training of professional and student staff in the use of technology the CEPD implements
Maintain CEPD current student worker database.
Update webpage by coordinating with staff & web services. Attend ongoing training as needed.
Steward of keys for locked areas, including conference rooms, storage cabinets and master key.
Submit work orders with facilities and ITS Help Desk.
Three to five years of relevant experience or a bachelor's degree
Strong computer skills including: MS Office (Word, Excel, Outlook and PowerPoint) as well as relational database experience
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, Data & Operations Manager and colleagues is necessary.
Works standard University business hours 8:45am-4:45pm.
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.