PROMYS ADMIN ASSISTANT, College of Arts & Sciences, Math & Statistics

Job Description
PROMYS ADMIN ASSISTANT, College of Arts & Sciences, Math & Statistics

Category
Charles River Campus --> Administrative/Support/Clerical
Job Location
BOSTON, United States
Tracking Code
25500861940423
Posted Date
4/23/2025
Salary Grade
Grade 26
Position Type
Full-Time/Regular

ABOUT PROMYS:

Under the umbrella of the Boston University Department of Mathematics & Statistics, PROMYS operates three programs: the flagship PROMYS immersion summer program for pre-college students; PROMYS for Teachers professional development institute for secondary educators; and PROMYS Pathways enrichment program for underserved local middle- and high-school students.

RESPONSIBILITIES AND DUTIES:

• Manage the main inbox (promys@bu.edu) and telephone number. Provide initial and relevant information about PROMYS and answer specific questions. Direct special circumstances to the appropriate program lead.
• Coordinate bulk email notifications for recruitment; respond to applicant inquiries; correspond with new and returning participants and seasonal staff.
• Update and maintain contact lists on an ongoing and regular basis.
• Contribute to PROMYS's online presence to reach prospective applicants, admitted participants, and alumni.
• Assist in the organization of application review; input and process data using the Submittable admissions platform.
• Send bulk mail notifications and reminders about deadlines, etc. Send targeted emails regarding missing application components.
• Monitor and track receipt of necessary registration forms, health documents, and payments for accepted participants.
• Working with the Registrar, create BU ID numbers for incoming participants.
• Maintain spreadsheets with relevant participant information and U-numbers for use by campus offices (Registrar, Terrier Card, Housing, Residence Life, FitRec, Mugar Library, etc.) and program directors. Monitor office supply inventory and make purchases for programs.
• Coordinate printing and assembly of problem sets, orientation packets, certificates of completion, etc.
• Organize events, including field trip logistics and ordering food and reserving space for meetings and end-of-program celebrations.
• Process W-9s and submit disbursement requests to Accounts Payable for counselor payments, teacher stipends, and honoraria for guest speakers/mentors.
• Initiate reimbursements for approved out-of-pocket expenses. Work with program directors to track expenses and review purchases.
• Maintain a petty cash drawer and ledger.
• Record and deposit donations made by check.
• Assist directors with letters of recommendation for past participants.
• Update annual reports and grant proposals with the most recent data available.
• Maintain inventory of PROMYS merchandise.
• Organize academic-year activities and special events such as alumni reunions in coordination with program directors and the Director of Outreach.

JOB DESCRIPTION:

The Administrative Assistant will provide logistical and operational support during the busy application season (winter), onboarding of admitted students and counselors (spring), execution of the programs (summer), and preparation for the next cycle (fall). The Program Administrator will serve as the first point of contact for all inquiries from prospective applicants. They will be assigned tasks in a coordinated effort by the PROMYS program directors.

ORGANIZATION SUMMARY:

For over 30 years, PROMYS has been synonymous with deep exploratory mathematical learning for talented high school students and secondary teachers. Founded in 1989 at Boston University, the flagship program is a six-week summer immersion in mathematics for talented high school students who are selected from across the US and around the globe. A parallel program, PROMYS for Teachers, provides secondary teachers from mostly the US with a similar immersion in mathematics. A third program, PROMYS Pathways, was launched in 2017, as part of enhanced efforts to reach mathematically talented Massachusetts students from low-income backgrounds or traditionally underrepresented in STEM.

LOCATION: Boston, MA
POSITION TYPE: Full-time/Regular
Cover letter is required.

CURRENT BOSTON UNIVERSITY EMPLOYEES Represented by L2324 click here to apply for this position. All other applicants (both internal and external), please use the {Apply} section on this page.

Required Skills

Qualifications:

• Minimum: Bachelors Degree required. Familiarity with mathematics a plus.
• 1-3 years of experience.
• Ability to multi-task and prioritize multiple projects at once
• Excellent organizational skills with precise attention to detail
• Strong communication skills, both written and verbal
• Commitment to providing quality customer service

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor.


Required Skills


Job Location: BOSTON
Position Type: Full-Time/Regular
Salary Grade: Grade 26

To apply, visit https://jobs.silkroad.com/BU/External/jobs/315385







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