Administrative Coordinator - Boston, United States - University of Massachusetts Boston

University of Massachusetts Boston

Verified Company

Boston, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Job no: 523151

Position Type:
Staff Full Time

Campus:
UMass Boston

Department:
Student Life Office

Pay Grade: 18

Date opened: 24 Apr 2024 Eastern Daylight Time

Applications close: 08 May 2024 Eastern Daylight Time

General Summary:

The Administrative Coordinator will be responsible for providing administrative and financial support and assisting in the coordination of the daily operational and programmatic functions of the Office of Student Activities, New Student and Family Programs, and the Office of Student Leadership and Community Engagement (see examples of duties section for details).

The incumbent will oversee the day-to-day management and operation of the office's front desk areas, which includes selling tickets for university-sponsored events, student locker sales, and poster printing/approval, providing timely communication to customers, and hiring, training, and directly supervising the front counter student staff.

Examples of Duties:

Oversee the operations of the Office of Student Activities front desk area, including the sale of tickets for university-sponsored events and the reservation of student lockers; maintain the organizational appearance of the front desk areas, including stocking reference and promotional materials, to support efficient operations in compliance with established office and division standards
- . Responsible for interviewing, hiring, training, evaluating, and supervising all front counter student employees; the continuous update of all training materials, creation of a comprehensive, career-ready approach training, and the development of a cohesive team of student employees
- . Serve as back up to the front counter; respond to routine questions, answer telephone, and greet visitors in a welcoming manner; provide routine information about university programs and services, as needed
- . Assist with all facets of human resources functions for Student Activities and New Student and Family Programs. Serve as back-up for Student Multicultural Affairs, Student Leadership and Community Engagement, and Office of Urban & Off-Campus Support Services
- . Respond to and provide routine information to both students and walk-in customers, as well as other university departments and staff
- . Assist with setting up and maintaining accounts for all recognized student organizations using the UMBeInvolved, a student organization management system
- . Work on special assignments and projects to increase the efficiency of the office, including but not limited to working to automate all payment processes and exploring online options for all office transactions
- . Provide administrative support to the Assistant Dean of Students, Student Activities, New Student and Family Programs, and Student Leadership and Community Engagement staff, as needed
- . Assist with all aspects of budget and finance for the Office of Student Activities and Student Leadership and Community Engagement
- . Manage scheduling and calendars for professional staff and office conference room; supervise and create weekly work schedules for front desk employees
- . Assist the staff in ensuring that all information systems are up to date, including (but not limited to) UMBeInvolved, website, and social media
- . Collaborate with staff in supporting the planning, execution, and facilitation of social and educational programs for students
- . Assist the Assistant Dean of Students in conducting assessments, compiling statistics, analyzing data, and writing and editing text for reports, proposals, presentations, and other communications
- . Assist the staff in developing and communicating policies and procedures that align with the needs of the offices
- . Manage the logístical aspects of student travel for trips and external conferences
- . Assist students with the financial planning and completion of online processes (including but not limited to) reserving space, ordering food, and/or purchasing supplies for activities and events in conjunction with office staff and student organization advisors
- . Assist with all facets of procurement for Student Activities and New Student and Family Programs. Serve as back-up for Student Multicultural Affairs, Student Leadership and Community Engagement, and Office of Urban & Off-Campus Support Services
- . Ensure the appropriate management of cash and other office resources, such as tickets and passes, the daily processing of all cash deposits
- . Perform other duties as assigned
- .

Qualifications:

Applicants must have at least three (3) years of full-time, or equivalent part-time, professional experience in office management, office administration, business administration, or business management of which at least (B) one year must have been in a supervisory, administrative, or managerial capacity, or any equivalent combination of the required experience and the substitutions below.

Substitutions:
An Associate's degree with a major in ac