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Administrative Services Manager

Suffolk University

This is a Full-time position in Boston, MA posted April 29, 2021.

Administrative Services Manager

Staff ExemptBoston,Massachusetts

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Description

Summary of Position:The primary focus of the Administrative Services Manager (ASM) position is to provide students and staff in the Division of Student Success with the highest level of service and support.

The ASM supervises the administrative coordinators and ensures that standards of performance and expectations are consistently met.

Responsibilities include management of administrative services unit; oversight of front desk operations; and distribution, supervision, execution of administrative task requests from the various DSS offices.

The ASM is essential in ensuring that DSS operations run smoothly, for both frontline student-facing services and backend office support.

Primary/Principal Responsibilities:Personnel management

Hire, train, and manage administrative coordinators and student staff.

Ensure administrative coordinators are well-trained in all Microsoft programs and various University systems including, but not limited to: Navigate, Colleague, Web Advisor, ImageNow, Blackboard, Agiloft, Workday, and LinkedIn Learning.

Plan and coordinate trainings for staff, as needed, to achieve and maintain a high level of efficiency on software tools used within DSS.

Train administrative services staff on office procedures and policies.

Plan and lead regular staff meetings; prepare agenda.

Conduct regular individual check-ins with administrative services staff.

Prepare periodic performance reviews for admin staff, utilizing established performance standards.

Advise and coach staff individually to achieve mutually developed goals and performance standards, in accordance with University policies and procedures.

Seek out professional development opportunities for staff on topics relevant to office support.

Front desk operations

Manage the front reception for the Division of Student Success, ensuring students are received in a timely manner, accurate information is disseminated, and students are directed to the correct adviser/service provider.

Ensure the admin team provides high level of professionalism and customer service when attending to student and faculty needs, questions, and concerns.

Coordinate staff and student worker schedules to ensure that front desk is staffed during DSS operational hours.

Ensure proper coverage to handle incoming foot traffic and phone calls.

Maintain accurate manuals, guides, and protocols for front desk operations.

Keep front desk organized and stocked with appropriate resources, forms, flyers, supplies, etc.

Administrative Tasks / Office Support

Maintain high level of communication and coordination with the DSS Managing Director, DSS Data & Operations Manager, and DSS Directors to provide ongoing support for the various offices across the Division: (1) Center for International Programs & Services, (2) CLAS Tutoring, (3) CLAS Coaching, (4) Office of Disability Services, and (5) Undergraduate Academic Advising Center.

Ensure that support tasks, unique to each office, are completed in a timely manner.

These tasks may include, but are not limited to:

Manage the daily workflow of tasks.

Assign task requests and ensure that the workload is equitable across the admin team

Follow up to ensure tasks are fully completed by expected deadlines.

Oversee and perform administrative services, including but not limited to: ordering supplies; obtaining price quotes; completing check requests; creating purchase orders; processing invoices, reimbursements, and internal transfers; maintaining an inventory of contracts.

Assist staff with programming logistics, including budgeting, planning and marketing of events, catering, equipment rental, room reservations, facilities requests, signage, set-up, and breakdown.

Provide logistical support to outside organizations that come to campus for presentations, workshops, fairs and events.

Serve as a Designated School Official (DSO) for travel signatures and other non-adjudicated SEVIS events.

Serve as steward of keys for locked areas, including conference rooms, storage cabinets and master key.

Report maintenance concerns to Facilities Management.

Anticipate the needs of students and divisional offices throughout the academic year cycle.

Other Division-wide Tasks

Regularly review budget reports; assist in reconciling budget lines; track divisional and departmental expenses.

Oversee the general DSS email account.

Oversee the divisional social media account(s).

Review work flows and suggest changes for improvements and efficiencies in collaboration with DSS Managing Director.

Serve on a divisional committee.

Assist with CLEP administration/proctoring, as needed.

Support the DSS Managing Director on special projects, as requested.

Requirements/Qualifications:

Bachelors degree is required.

Previous experience supporting a fast-pasted administrative office with at least three to five years of relevant experience.

Strong computer skills including: MS Office (Word, Excel, Outlook and PowerPoint) and relational database experience.

Excellent written and oral communication, as well as interpersonal and organizational skills.

Must be committed to providing the highest level of customer service and responsiveness.

Ability to multi-task and problem-solve in a high volume, deadline-oriented working environment.

Proven ability to work independently and as part of a dynamic team.

Must be creative and proactive.

Must be able to handle difficult situations and confidential material with sensitivity and professionalism.

Excellent attention to detail and high standards for quality of work.

Ability to understand and work with university policies and procedures including, but not limited to the Family Educational Rights and Protection Act (FERPA).

Ability to take initiative when appropriate, but also the confidence to know when consultation with the DSS Managing Director and colleagues is necessary.

Evening or weekend work may be needed, on occasion.