Administrative Assistant

Boston College • Chestnut Hill, MA

8d • Onsite

About The Position

The Administrative Assistant provides significant high-level administrative support to the Department Chair, 16 full-time Faculty, 40 part-time Faculty and 400 students (undergraduate, masters and PhD) in the Management and Organization Department. The department relies on the Administrative Assistant to help the smooth functioning of all elements of department work. This individual is a critical component in the school’s and the department’s primary objectives of excellence in teaching, excellence in research and providing an enriching environment for all students and faculty.

Requirements

• Bachelor’s degree preferred
• Minimum of 3-5 years of administrative experience preferred
• Ability to work in demanding fast paced customer service focused environment
• Self-starter and takes initiative
• Problem solving skills
• Conflict resolution and interpersonal skills
• Strong oral and written communication skills
• Microsoft Office Suite Proficiency, including Excel
• Proficiency in Google docs, survey forms
• Experience with Canvas or comparable course management system is highly desirable

Nice To Haves

• Experience with Canvas or comparable course management system is highly desirable

Responsibilities

• Establishes all office procedures and manages daily departmental operations
• Department liaison for chairperson to university administrative offices including Student Services and the Office of Dean (Carroll School)
• Training and onboarding new part-time and full-time faculty on BC’s systems and procedures
• Manage budgets and tracks/analyses spending trends for department, faculty and students
• Oversees/prepares/submits requisitions and travel expense reports
• Responsible for Pcard purchases/reconciliations
• Manages computer and communications support for department
• Serves as department liaison with assigned technology consultant (TC)
• Works with TC to set up new faculty and handles major and minor equipment requests for department, including computer needs
• Coordinate speaker series in the department, set up meetings and events as required
• Assist all faculty with all office-related activities including travel arrangements in support of teaching and research, coordinate departmental events, manage the student awards annually, and taking notes at faculty meetings
• Handle departmental phone, mail, and in-person queries
• Arrange meetings, prepare documents, presentations
• Photocopy, order supplies, arrange classroom and equipment reservations
• Oversee new/current faculty office space needs
• Maintain department web page
• Handle major and minor equipment requests including computer needs
• Order books and course materials
• Maintain online course catalog and class schedules
• Supervise and train work study students
• Oversees and manage undergraduate registration via Eagle Apps
• Responds to student email inquiries (demands during registration are extremely high)
• Monitor the status of courses during registration and drop add, and maintain and process waitlists for oversubscribed courses
• Provide student advising including review of degree audits and guidance on issues pertaining to the Management and Organization core, major and minor requirements
• Approves Management and Organization majors and minors
• Verifies credentials
• Departmental overrides
• Course approvals
• Manages wait list on oversubscribed courses
• Manages research/teaching assistant (RA/TA) requests for all faculty each semester
• Continually update and organize requests to prepare for hire
• Create and post ads for faculty recruiting
• Manage pool of applicants
• Schedule interviews with candidates and management and organization faculty
• Plan and manage candidate’s agendas for campus visits and interviews including but not limited to presentations, seminars, faculty calendars, lunch and dinner events
• Assist with the preparation of correspondence and department promotional materials
• Manage annual faculty merit review process
• CV’s
• Research and faculty teaching evaluations
• Assist Chair/Assistant Chair with course management and scheduling and serving as the departmental point-of-contact during student registration periods
• At the request of the Chair conducts fact finding/detailed research analysis ie: tenure clocks; comparing awards received by faculty; department data collection
• Undertakes special projects as needed by the Chair

Benefits

• Tuition remission for Employees
• Tuition remission for Spouses and Children who meet eligibility requirements
• Generous Medical, Dental, and Vision Insurance
• Low-Cost Life Insurance
• Eligibility for both University-Funded 401k and Employer-Sponsored 403b Retirement Plans
• Paid Holidays Annually
• Generous Sick and Vacation Pay

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level