Administrative Services Manager, College of Arts and Sciences

Suffolk University is a private, urban university located in the heart of downtown Boston. Our college green is the Boston Common and we are steps from dozens of historic sites including the Old State House, Faneuil Hall, City Hall and the Massachusetts State House. We have no real boundaries to our campus—Boston and Suffolk blend together.

Suffolk has been committed to creating an exceptional learning experience since 1906. Our vision is to be recognized as a dynamic institution that fosters engaged learning, rigorous scholarship, innovative thinking, and community collaboration across disciplines. We will ensure that Suffolk graduates are versatile and prepared for modern society and the new world market. We will provide rich curricula, experiential learning opportunities and professional mentoring through increased collaboration with alumni and community partners. We will recruit, mentor, and support a diverse faculty of teacher-scholars who are passionately committed to preparing our students to be leaders in the global community. We will inspire investment in a Suffolk community that is built on ethical, forward-thinking leadership, teamwork, and cooperation.

We compete for the best talent. We are an equal opportunity employer committed to a diverse community. We are actively seeking applicants from groups that might be under-represented because of race/color, gender, religion, real or perceived disability, national origin or LGBTQ status. As part of our commitment we encourage you to complete the demographic portion of the application in addition to submitting your cover letter and resume/CV as it will assist us in targeting our recruitment efforts.

Please note that Suffolk University conducts background checks as a condition of employment.

We are also committed to the well-being of our employees. Our terrific benefits package for benefits-eligible positions include, but are not limited to:

• Generous paid time-off programs and commitment to work-life balance
• Tuition free course benefits in the College of Arts and Sciences and in the Sawyer Business School for employees with additional tuition benefits for spouses, domestic partners, and children
• Top-notch well-being care available through Harvard Pilgrim Medical/Delta Dental and a Flexible Spending Account
• Pre-tax commuter benefit
• Employee Assistance Program that provides employees and their family members with initial assessment, referrals and short-term counseling for personal and work challenges
• Discounted home and auto insurance

Description

Suffolk University is excited to announce a career opportunity as an Administrative Services Manager in the College of Arts and Sciences! This role ensures students and faculty in the CAS academic programs receive a high level of service, support, and professionalism to create a positive learning environment. By working with a team of academic coordinators, the incumbent ensures that academic program information is accurate and disseminated through all modes of communication. The academic departments supported are the Psychology, Sociology/Criminal Justice Department, and Education. This is a great opportunity to take advantage of Suffolk's free tuition and pursue one or more of the many degree programs offered. Suffolk offers free tuition as part of a generous benefits package.

Please submit a cover letter along with your resume to be considered for this career opportunity.

Primary/Principal Responsibilities: % of Time Responsibility
45%
Serve as the main point of contact to facilitate communications to students and University personnel.
Hire, train and manage Administrative Coordinators and directly/indirectly student staff. Lead team meetings to disseminate information, provide best practices, and receive direction and feedback concerning workloads. Ensure administrative coordinators staff the reception desk during standard University business hours.
Coordinate and delegate tasks to team members with clear expectations on completion, timeliness, and quality of work to meet all faculty and department needs.
Ensure Administrative Coordinators are well trained in all Microsoft programs and the various University systems including, but not limited to Colleague, Blackboard, Workday Financials, and Qualtrics. Plan and coordinate training to achieve and maintain a high level of performance amongst the staff.
Ensure that Administrative Coordinators are provided feedback on performance by conducting ongoing performance appraisals, including performance review with input from Chairs utilizing established performance standards. Seek out and encourage professional development opportunities for Administrative Coordinators.

40%
Ensure that all projects and special assignments are completed promptly by reviewing and analyzing daily workflow and special project needs, including departmental events, office moves, etc. Change assignments as needed to complete all tasks for the group.
Provide direct support to the Chair and Program Director (where available) to ensure the program's success. Delegate tasks from Chair and Program Director when needed.
Make recommendations for and implement changes, improvements, or efficiencies in workflow in collaboration with key stakeholders, including students, chairs, faculty, and the Assistant Dean.
Ensure consistency in the department by writing and developing resources for Administrative Coordinators and faculty.
Act as liaison between faculty and staff, and resolve problems in consultation with Assistant Dean.

10%
Monitor the Workday Financials processes for departments and collaborate with Chairs and Dean’s Office to run and review budget reports for accuracy. Work with faculty and Administrative Coordinators to submit any expense reports, supplier invoice requests, requisitions, or other business purchases/processes needed.
Work in tandem with Chairs, Dean’s Office, and other applicable offices to prepare annual Capital and Operational budgets.

5%
Lead and prepare onboarding activities for new staff and faculty, which includes accessing resources, learning University systems such as email, Colleague, Blackboard, and Workday.

Requirements/Qualifications:
• Bachelor’s degree and 1+ years’ experience or 3-5 years relevant experience.
• Strong computer skills. Microsoft Office experience required.
• Supervisory/management experience preferred.
• Demonstrated excellent communication skills. Strong skills working in a team-oriented environment.
• Demonstrated experience working in a high volume, customer-focused environment. Must be able to handle difficult situations and confidential material with sensitivity and professionalism.
• On occasion, must be available to work evenings and weekends, as needed, with staff members and support both Departmental and College of Arts and Sciences events including, but not limited to Commencement, Convocation, Departmental open houses, etc.

Suffolk University does not discriminate against any person on the basis of race, color, national origin, ancestry, religious creed, sex, gender identity, sexual orientation, marital status, disability, age, genetic information, or status as a veteran in admission to, access to, treatment in, or employment in its programs, activities, or employment. Suffolk University is an affirmative action, equal opportunity employer. The University is dedicated to the goal of building a diverse and inclusive faculty and staff that reflect the broad range of human experience who contribute to the robust exchange of ideas on campus, and who are committed to teaching and working in a diverse environment. We strongly encourage applications from groups historically marginalized or underrepresented because of race/color, gender, religious creed, disability, national origin, veteran status or LGBTQ status. Suffolk University is especially interested in candidates who, through their training, service and experience, will contribute to the diversity and excellence of the University community.