Boston College
Administrative & Program Specialist
This job is now closed
Job Description
- Req#: req8203
- Represent the career center and provide a variety of administrative and logistical support across a broad range of needs:
- Provide excellent customer service and manage a highly active front desk greeting area in a welcoming manner;
- Direct frequent walk-in and scheduled visitor traffic to the appropriate places within the building. Visitors regularly include students, alums, employers, parents, faculty, and staff;
- Serve as the initial telephone, in-person and email contact person for the Boston College Career Center ensuring that issues are addressed in a timely, professional and pleasant manner;
- Respond to concerns/questions from students, alumni, employer, and parents and, when appropriate, refer to appropriate Career Center staff.
- Manager the Career Center email accounts;
- Recruit, hire, train, and supervise 6 undergraduate student workers each semester to assist with office administration and other tasks. This includes meeting regularly with each student worker to ensure they understand what skills they are developing while providing leadership opportunities that will be important to their career development (Eagle Path);
- Manage staff calendar(s) with limited consultation, setting meeting appointments, resolving calendaring conflicts, and confirming meetings as needed; and
- Respond to peer advising questions and issues in absence of Assistant Director.
- Oversee process to provide all students with access to professional photos to enhance their digital presence, including LinkedIn profiles and Handshake profiles, at career fairs, networking events, job shadow program, and other events with employers and alumni.
- Contribute to the organization and implementation of major Career Center events, such as annual career fairs, building renovations, etc.
- Oversee the process of ordering supplies and equipment orders for the entire office through established vendors (WB Mason, Amazon, etc.).
- Ensure travel processes for staff members are completed using BC policy.
- Maintain up-to-date inventories of office supplies to prepare future orders.
- Coordinate and support budgeting activities through planning, tracking, and reporting processes while working with the Student Affairs Business Service Center. Duties include, but are not limited to completing transfers, providing recommendations to Career Center leadership on budget inquiries, running ACR and BOTR reports, reimbursements, reconciliations, purchase orders, contracts, and subscriptions.
- Submit and approve hours of non-exempt employees, student workers, and internship stipend recipients weekly via the Kronos payroll system.
- Coordinate the requests and scheduling of building maintenance and repair activities, including periodic work orders and seasonal maintenance.
- Minimum of two years of administrative experience with a customer-focused orientation, preferred.
- Detail oriented - ability to consistently deliver error-free work and communications.
- Demonstrated success in following through and completing projects.
- Exceptional organizational skills and attention to detail.
- Excellent verbal and written communication skills (phone, email, meetings and events).
- Excellent customer service and interpersonal skills, as well as discretion and diplomacy.
- Experience with managing multiple budgets and budget and personnel software such as PSFinancials and Kronos.
- Ability to handle multiple projects and requests simultaneously, prioritizing, multi-tasking, and assigning work to others as needed.
- Ability to take initiative and ownership of projects; willingness to proactively learn and manage new projects and/or duties.
- Ability to routinely and independently exercise sound judgment in making decisions.
- Advanced computer skills and expert knowledge of MS Office, PowerPoint, Excel, Word and Google Docs; Ability to master Boston College-specific software programs.
- Proven team player who wants to have an impact on students’ lives.
- Demonstrate the awareness, knowledge, and skills required to engage and communicate with people from different cultures and backgrounds.
- This position requires occasional work after normal business hours to support Career Center events.
- Tuition remission for Employees
- Tuition remission for Spouses and Children who meet eligibility requirements
- Generous Medical, Dental, and Vision Insurance
- Low-Cost Life Insurance
- Eligibility for both University-Funded 401k and Employer-Sponsored 403b Retirement Plans
- Paid Holidays Annually
- Generous Sick and Vacation Pay
- Additional benefits can be found on https://www.bc.edu/employeehandbook
Boston College IntroductionFounded in 1863, Boston College is a Jesuit, Catholic university located six miles from downtown Boston with an enrollment of 9,484 full-time undergraduates and 5,250 graduate and professional students. Ranked 35 among national universities, Boston College has 888 full-time and 1,281 FTE faculty, 2,711 non-faculty employees, an operating budget of $1.4 billion, and an endowment in excess of $3.5 billion.
Job Description
Administrative & Programs SpecialistThe Boston College Career Center's Administrative & Programs Specialist plays a vital role in office administration and program support, serving a diverse community of 15,000 undergraduate and graduate students, as well as hundreds of employers and alumni annually. In this bustling environment, excellent customer service is a top priority, and the Administrative & Programs Specialist excels in providing exceptional support to meet these needs.
The Administrative & Programs Specialist also provides administrative support to the entire Career Center team, composed of 18 other full-time staff members and 5 graduate assistants.As the first point of contact for the Career Center, the Administrative & Programs Specialist manages a very active front desk greeting area, ensuring that all visitors, whether students, alumni, employers, or parents, are welcomed with warmth and professionalism. With a friendly demeanor, they promptly address concerns and inquiries through various channels, including telephone, email, and in-person interactions, consistently leaving a positive impression on everyone they assist.
OFFICE ADMINISTRATIONPROGRAM SUPPORTServe as the primary lead and program manager for several signature student services and programs such as the following:Career ClosetSupport office initiative to provide professional clothing attire to over 350+ students with financial need per year. Duties in this role include: managing the budget for this program, ensuring inventory is stocked, and working with front desk ambassadors and peer career coaches to make sure that the operations of this program are successful.EndeavorOversee logistical support for one of the signature career exploration programs, including budget tracking, room reservations, travel to employers, catering, and other support. The Administrative & Programs Specialist liaises with multiple internal and external stakeholders such as BCPD, event management, Student Affairs Business Service Center, Alumni Association, etc.Career Center PhotoboothOPERATIONS AND BUDGET SUPPORTEach staff member in the Division of Student Affairs is expected to support division and university-wide initiatives, staff events, and serve on committees as needed.
Full-Time Equivalent Hiring Range: $47,050 to $58,800; salary commensurate with relevant experience.
Requirements
Closing StatementBoston College offers a broad and competitive range of benefits depending on your job classification eligibility:
Boston College conducts pre-employment background checks as part of the hiring process. Boston College is an affirmative action, equal opportunity employer. In concert with our Jesuit, Catholic mission, Boston College is dedicated to the goal of building a culturally diverse and pluralistic faculty and staff committed to teaching and working in a multicultural environment and strongly encourages applications for women, minorities, individuals with disabilities, and covered veterans. To learn more about how BC supports diversity and inclusion throughout the university please visit the Office for Institutional Diversity at https://www.bc.edu/offices/diversity.
Boston College's Notice of Nondiscrimination can be viewed at https://www.bc.edu/nondiscrimination.
About the company
Boston College is a private Jesuit research university in Chestnut Hill, Massachusetts, founded in 1863.
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