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Administrative Services Manager

Employer
Suffolk University
Location
Massachusetts, United States
Salary
Salary Not specified
Date posted
Jul 21, 2022

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Position Type
Faculty Positions, Education, Teacher Education
Employment Level
Administrative
Employment Type
Full Time

The primary focus of the Administrative Services Manager position is to ensure students and faculty in the CAS academic programs receive a high level of service, support and professionalism in order 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.

Primary/Principal Responsibilities:

Responsibility

45% of Time

Serve as 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 reception desk is staffed by administrative coordinators during standard University business hours.

Coordinate and delegate tasks to team members with clear expectations on completion, timeliness and quality of work so that all faculty and department needs are met.

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% of Time

Ensure that all projects and special assignments are completed in a timely manner 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 group.

Provide direct support to the Chair and Program Director (where available) to ensure success of program. 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 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% of Time

Monitor the Workday Financials processes for departments and collaborate with Chairs and Deans 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 that are needed.

Work in tandem with Chairs and Deans Office, as well as other applicable offices, to prepare annual Capital and Operational budgets.

5% of Time

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:

    Bachelors 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.

PI186334762

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