Executive Coordinator

Boylston Staffing•Boston, MA

10h•Onsite

About The Position

Boylston Staffing is looking for a Temporary to Possible Hire Department Executive Coordinator for a University in Boston. This role will lead, direct, and coordinate daily responsibility for all Advanced Graduate Education (AGE) residencies based in the department. The position is on Campus and pays $35-$40 per hour depending on experience. The hours are 9:00 am - 5:00 pm. The Executive Coordinator will provide support to the DA and Chair with department-level administrative duties as needed, organize and implement administrative systems and procedures, and perform necessary tasks. This role involves negotiating with hotels, caterers, and vendors, making recommendations for food and activities for participants, and managing to a pre-assigned event/function budget. They will also be responsible for managing classroom, AV, and other facilities on behalf of the department or program. The position requires monitoring budgets, including grants, maintaining financial documentation, and providing information, research, statistics, and analysis in collaboration with the DA and Chair. Decision-making on expenditures and monitoring towards a defined budget is also a key responsibility. The Executive Coordinator will manage and help prepare pre-award grant submissions for faculty Principal Investigators (PIs) and act as the support liaison between the DA, the PI, and the grants team to ensure all documents are completed as required and in a timely fashion. They will work with faculty on managing grant and gift awards, monitor spending throughout the year, and collaborate with the grants team in Administration and Finance on post-award set up and grant management. Administrative support will be provided to all new and current residents based under the Department. The role requires staying current on trends, compliance issues, regulations, and guidelines regarding subject matter, and advising appropriate community members accordingly. Support will be provided to department faculty, including but not limited to scheduling courses, guest lectures, and room reservations. This includes handling calendar management for the Chair, travel arrangements, and financial processing for faculty and residents. The Executive Coordinator will also plan and manage departmental or program events and manage various faculty or resident special projects.

Requirements

Experience in administrative duties.
Experience in budget management.
Experience in grant submissions and management.
Experience in event planning and management.
Experience in calendar management.
Experience in travel arrangements.
Experience in financial processing.

Responsibilities

Lead, direct, and coordinate daily responsibility for all Advanced Graduate Education (AGE) residencies based in department.
Support to the DA and Chair with department level administrative duties as needed.
Organize and implement administrative systems and procedures, performing necessary tasks.
Negotiate with hotels, caterers and vendors, makes recommendations for food and activities for participants, managing to a pre-assigned event/function budget.
Manage classroom, AV and other facilities on behalf of the department or program.
Monitor budget(s) including grants, maintains financial documentation, provides information, research, statistics, and analysis in collaboration with the DA and Chair.
Make decisions on expenditures and monitors towards a defined budget.
Manage and help prepare pre-award grant submissions for faculty Principal Investigators (PIs).
Act as the support liaison between the DA, the PI, and the grants team to ensure all documents are completed as required and in a timely fashion.
Work with faculty on managing grant and gift awards, monitors spending throughout the year, and collaborates with the grants team in Administration and Finance on post-award set up and grant management.
Lend administrative support to all new and current residents based under the Department.
Keep current on trends, compliance issues, regulations and guidelines regarding subject matter; advises appropriate community members accordingly.
Provide support to department faculty including but not limited to scheduling courses, guest lectures, room reservations.
Handle calendar management for the Chair, travel arrangements and financial processing for faculty and residents.
Plan and manage departmental or program events and managing various faculty or resident special projects.