Senior Staff Assistant, Graduate Programs Office

Boston University•Boston, MA

5d•$25 - $27

About The Position

The Graduate Programs Office in the College of Engineering offers support to all graduate students from admissions through graduation. Our primary responsibilities are to drive all administrative processes related to graduate admissions, student support services, financial aid, and student records. We are seeking a dynamic individual to provide high level administrative support by staffing the reception desk and managing the flow of information to graduate students, faculty, department administrators and the public by answering phone calls, emails and greeting visitors. This position hires, schedules, supervises, and oversees student employees.

Requirements

High level administrative support experience.
Experience staffing the reception desk.
Experience managing the flow of information via phone calls, emails, and greeting visitors.
Experience hiring, scheduling, supervising, and overseeing student employees.
Broad understanding of University policies and procedures.
Experience coordinating administrative processing of applications.
Experience maintaining accurate detailed records.
Experience with training, planning schedules, prioritizing workflow, and leading hiring processes for student employees.
Experience serving as primary contact for student employee questions and training.
Experience planning, coordinating, and executing mid to large-scale events, including publicizing events.
Experience providing resources to student groups regarding program planning and execution.
Experience attending mid-to-high-level meetings and taking minutes.
Experience assisting with processing international student documents.
Experience tracking and monitoring paperwork.
Experience working closely with various offices to problem-solve.
Experience ordering supplies and equipment.
Experience managing inventory of office supplies.
Experience monitoring, tracking, and reconciling budgets, paying invoices, and handling financial matters.
Experience filing documents and entering data into database systems.
Knowledge of complex systems.
Extremely detail-oriented.
Experience creating and maintaining office filing and organizational procedures.
Experience handling confidential information.

Responsibilities

Provides comprehensive administrative and operational support to the Graduate Program Office, serving as a key resource for students, faculty, staff, and external stakeholders.
Responds to verbal and e-mail inquiries using a broad understanding of University policies and procedures.
Answers student, faculty and staff questions and provides explanations and instructions.
Proactively ensures inquiries are addressed and resolved in a timely manner.
Supports graduate admission and student services by coordinating the administrative processing of graduate applications; including matching credentials with applications, scanning & uploading application materials, and ensuring completeness before moving applications for review.
Maintains accurate detailed records and corresponds with students regarding application statuses and expected timeline of admission decisions.
Hires, schedules, trains, and supervises student employees.
Conduct training, plan schedules, prioritizes their workflow, and leads the process of hiring of student employees for the entire office.
Serves as primary contact for student employee questions and training.
Plans, coordinates, and executes mid to large-scale events, which includes publicizing events.
Provides resources to student groups regarding program planning and execution.
Attends mid-to-high-level meetings and takes minutes to distribute to committee members.
Assists with processing international student documents.
Tracks and monitors all paperwork to ensure all details are included.
Works closely with the Director Admissions, the Assistant Director of Admissions Operations, and the International Students and Scholars Office to problem-solve.
Orders supplies and equipment on a routine basis.
Ensures problems with office equipment or supplies are resolved.
Responsible for managing inventory of office supplies.
Works with student organizations on event planning, ordering of supplies and room reservations.
Monitors, tracks, and reconciles budgets, pay invoices, and handles other financial matters of similar nature.
Files documents and enters data into database systems, which requires knowledge of complex systems and being extremely detail orientated.
Creates and maintains office filing and organizational procedures.
Handles confidential information on a regular basis (e.g., personnel information and decisions, student records).