Administrative & Operations Assistant

Boston College • Newton, MA

1d • $26 - $32 • Onsite

About The Position

This position is a first point of contact within the Dean's office and provides administrative support to the Associate Dean, Finance & Administration to facilitate daily operations and as back-up support for the Dean. He/she coordinates school-wide events, search committee activities, coordinates student work-study, manages calendars, conference rooms, orders supplies and facility management activities. Operating in a high-volume, fast-paced environment, this role demands unwavering professionalism, resourcefulness, and strong problem-solving and decision-making skills. The ideal candidate will deliver positive, customer-focused responses to a wide and diverse variety of requests and inquiries.

Requirements

• 2+ years of administrative support experience, preferably in a high-paced, visible and demanding environment.
• Must have excellent communication and interpersonal skills
• Must have ability to understand organizational priorities and high degree of flexibility to handle changing priorities
• Ability to exercise good judgment and respect for confidentiality
• Must have ability to work both as a team and independently (with supervision resources available)
• Requires excellent computer skills including proficiency MS Office, Google Drive.
• Requires a customer-focused individual willing to resolve issues and able to find resources to assist in resolution as needed

Nice To Haves

• Baccalaureate degree preferred
• Administrative support experience preferably in a high-paced, highly visible and demanding environment

Responsibilities

• Create and maintain school calendar including the scheduling of all meetings required by the Articles of Governance in the management of the school.
• Communicate with school leadership to ensure all meetings are properly scheduled in a timely manner.
• Ensure rooms are properly furnished for related functions.
• Coordinate room reservation system for Faculty, Staff, and Student organizations, including, when applicable, meal arrangements and materials for meetings.
• Coordinate all aspects of school events including: Secure event space through EM reservation system or CSON school calendar.
• Order food through EM or outside vendors.
• Send out calendar invites and manage RSVP list.
• Work with various departments (A/V, IT, MTS) on campus to ensure event runs smoothly and efficiently.
• Organize and monitor event timelines and ensure deadlines are met.
• Participate in all efforts to publicize event.
• Assist with any necessary travel arrangements.
• Is the first contact for the Pinnacle Lecture series.
• Primary source of visitor management within the dean’s suite.
• Responsible for screening visitors and triaging their needs to ensure that appropriate access is provided.
• Responsible for facilities management duties to include oversight of all building requests, repairs, and office moves.
• Oversee office equipment and supplies, and maintaining inventory of the office, supply closets and program supplies.
• Serve as liaison with outside offices, such as Events Management, Facilities, Housekeeping, and Media Technology Services.
• Facilitate office communication with Faculty, Staff, and Alumni and manage CSON Listserv.
• Manage swipe access through campus groups.
• Supervise work study students.
• Primary staff interface for all search candidate.
• Coordinate travel arrangements, all dining reservations related to candidate interviews.
• Arrange all room reservations to facilitate interview process.
• Arrange all required food deliveries.
• Provide interview packets with all itinerary details.
• Ensure candidate is provided with a chaperone for all transition periods throughout the visit.

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
• Education Level: No Education Listed