Colleges of the Fenway (COF) is a collaborative effort of five neighboring Boston-based institutions of higher education in the Longwood Medical and Academic area. This collaboration was created to add value to student academic and social life while seeking innovative methods of investing in new services and containing the costs of higher education.
COF is looking for a Collaborative Business Services Assistant to support overall business operations, including coordinating accounts payable and receivable, providing excellent customer service to member institutions, liaising with a variety of vendors, and providing administrative, scheduling, and event coordination assistance. This position is supervised by the Senior Director of Collaborative Business Services and has reporting responsibilities to the COF Office Manager and Senior Program Assistant in their role to support overall COF administration. This position is responsible for four main areas: joint contracts, accounting, meeting/events, and administrative support.
NOTABLE RESPONSIBILITIES Contracts • Coordinate operational calendar, including monitoring reporting and contract renewal dates. • Create and maintain master files for contracts, draft contract summaries and surety agreements, and request and distribute vendor usage reports. • Track contract and cost avoidance/savings data on spreadsheets. • Assist in the generation of reports. • Research new vendors and products under review by COF member institutions. • Provide administrative support for Request for Proposals.
Accounting • Coordinate and prepare invoices and billbacks for shared contracts and collaborative programs. • Serve as billing liaison between COF, vendors, and member institutions. • Work with outsourced accounting department to coordinate accounts payable and accounts receivable. • Complete monthly reconciliation of corporate credit card. • Complete monthly reconciliation of financial statements with departmental budgets. • Prepare materials for annual audit.
Meetings/Events • Handle all aspects of meeting scheduling and preparation for assigned committees. • Work occasional evening/weekend college open houses and other events. • Work collaboratively with other COF staff to support program and event logistics.
Administrative • Develop working relationships with COF staff and institutional committee members by building and maintaining professional connections. • Help create and update presentations and spreadsheets. • Conduct research for collaborative initiatives, including creating surveys, analyzing responses, and making charts. • Assist with data collection for committees and projects. • Maintain and update assigned sections of the COF website. • Maintain electronic files and physical files. • Assist with keeping the physical COF office organized and stocked, including ordering requested office supplies. • Serve as first point of contact for the office, including answering, screening, and directing calls, taking messages, and greeting visitors. • Serve as office courier by transporting supplies and materials to and from COF offices to various locations within a two-mile radius. • Work closely with Office Manager to provide administrative support to all COF staff as needed. • Perform other duties and projects as assigned.
REQUIRED QUALIFICATIONS • Bachelor’s degree preferred and a minimum of three years’ office administration experience preferably in higher education or non-profit environment OR associate degree and a minimum of four years’ office administration experience preferably in higher education or non-profit environment. • Experience with contract administration and/or purchasing/ procurement preferred. • Proficiency with computer applications, including Microsoft Word, Excel, PowerPoint, and Outlook. • Adobe, Google Docs, Trello, Eventbrite knowledge a plus. • Detail-oriented with excellent organizational skills. • Strong written and oral communication skills. • Excellent interpersonal skills with a focus on delivering excellent customer service. • Ability to multi-task and appropriately prioritize assignments. • Ability to work independently and meet deadlines in a fast-paced environment. • Ability and willingness to maintain the highest level of confidentiality. • Ability to lift and transport up to thirty (30) pounds and travel up to four miles a day across campuses.
About Colleges of the Fenway, Inc
The five educational institutions that make up Colleges of the Fenway view diversity as a key component in the growth of our students' educational experience as well as our ongoing journey as professionals charged with maintaining the world class status of our institutions. By drawing from a wide cultural palette, we ensure that we have access to the full range of talent available. Through our respect for the vast array of backgrounds we create an environment that will help that talent grow. It is within an environment of respect that we are able to build and work toward our goals. Our goal is to create an atmosphere that values mutual respect. All Colleges of the Fenway members have policies and practices designed to safeguard our healthy environment as well as provide the support and access needed to do so. The Colleges of the Fenway are located in the heart of Bostons academic, scientific and cultural communities and is within walking distance from landmarks such as the Museum of Fine Arts, Fenway Park, Symphony Hall and world renowned medical institutions. Jobs at Emmanuel College: http://emmanuel.edu/About_Emmanuel/Employment.htmlJobs at Massachusetts College of Art and Design...: http://www.massart.edu/About_MassArt/Careers.htmlJobs at Massachusetts College of Pharmacy and Health Sciences: http://www.mcphs.edu/about-mcphs/careers-at-mcphsJobs at Simmons College: http://simmons.edu/overview/about/jobs/Jobs at Wentworth Institute of Technology: https://jobs.wit.edu/