ADMINISTRATIVE COORDINATOR, Wheelock College of Education and Human Development, Teaching and Learning

ADMINISTRATIVE COORDINATOR, Wheelock College of Education and Human Development, Teaching and Learning

Tracking Code Job Description

The Administrative Coordinator performs a wide variety of administrative and support tasks for the Department Chair, faculty and graduate students at the Boston University Wheelock College of Education and Human Development.

It directly supports the Chair of the Teaching and Learning Department as well as aids department faculty. The position coordinates administrative tasks and communication with multiple offices within the College.

This is a full-time position (35 hours a week) and may be done fully in person, or 3 days in person and 2 days remotely.

Start and end of day are usually 9 to 5, but if needed, some flexibility can be negotiated.

Boston University's Wheelock College of Education and Human Development is dedicated to transforming the systems that impact learning and human development for a thriving, sustainable, and just future in Boston and beyond.

At BU Wheelock, our core values include diversity & belonging, advocacy & agency, integrity, humility, innovation & transformation, curiosity & inquiry, and sustainability.

Visit / about / to learn more about Wheelock College.

Wheelock College is a part of Boston University, a comprehensive research university, and a community unlike any other. To learn more about what makes Boston University unique, visit / dna / .

Position FTE : 100%

Essential Functions :

Provide administrative support for various department projects as needed (30%) :

• Manage and order supplies for department faculty.
• Offer guidance and support on administrative procedures, policies, and resources available to department faculty and graduate students.
• Track department spending.
• Draft correspondence, and resolve any procedural and workflow issues and day to day events and operations.
• Order promotional materials for the department and produces marketing materials when needed.
• Collaborate with IT staff to assess and identify the current and future needs for tech supplies and equipment. This includes understanding requirements for hardware (e.

g., computers, printers) and software (e.g., licenses, applications).

Create and process purchase orders for tech supplies.

Support Department Chair with specific administrative functions in the department (20%) :

• Organize the Teaching and Learning Department Faculty Resource Guide annually and keep it updated.
• Organize the Teaching and Learning Department Share Drive and keep it updated.
• Take and post meeting minutes for Department Meetings and Program Directors meetings.
• Manage and coordinate department listserv and keep track of department correspondence.
• Help the chair develop and maintain databases for student course evaluations and feedback each semester.
• Collect faculty workload submissions for chairs review and send out workload letters after approval.

Support Department Chair and faculty with new faculty searches (10%) :

• Support department faculty searches by helping to prepare and distribute job advertisements through appropriate channels, such as academic job boards, professional organizations, and university websites.
• Set up and manage application tracking systems to receive, process, and organize faculty candidate applications.
• Manage logistics such as travel arrangements and accommodations for candidates.

Support department faculty and graduate students with travel awards (15%) :

• Maintain up-to-date records of department faculty travel awards and professional development requests.
• Coordinate with the Office of Operations that travel awards and Concur submissions are processed.
• Process financial transactions / invoices Manage travel reports for the Concur System.
• Work with faculty to assist or prepare travel reports and ensure reports have proper documentation and faculty have been approved for the travel or business meeting.
• Work with faculty to ensure reports are submitted on a timely basis.
• Work with students and guests in preparing travel expense reports in the Concur system to process student research awards.
• Help students complete reports to get reimbursed for travel or purchasing of items.
• Book travel for guests using BU traveling agent and BU travel credit card.

Support with planning and organization of department and faculty events (20%) :

• Serve as event / function coordinator for faculty planning events and conferences.
• Process internal service request forms to include catering, facilities, AV services, parking, office supplies, and other logistics.
• Oversee RSVPs and set-up. Coordinate disbursements for guest speakers (honorariums) and for one time or independent contractors.
• Ensure that departmental activities comply with university policies and procedures. Stay updated on changes in policies and procedures and implement them accordingly.
• Track and manage event budgets, ensuring that expenses are within limits and properly documented.
• Oversee special projects when assigned. Support college-wide functions as needed.

Offer general support for the well-functioning of the department as needed (5%) :

In case of a special event (a conference, an accreditation visit, etc.) offer administrative support.

Required Skills

Minimum Qualifications :

• Bachelors degree
• Three years of experience in similar position
• Deep understanding of and experience managing budgets and financial management processes
• Experience planning events and managing planning processes
• Experience with computer-based financial management forms and processes

Preferred Qualifications :

• Experience working in an institution of higher education
• Experience supporting faculty and students
• Excellent communication skills (both verbally and in writing)
• Excellent time management skills

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status.

We are a VEVRAA Federal Contractor.

CURRENT BOSTON UNIVERSITY EMPLOYEES Represented by L2324 click to apply for this position. All other applicants (both internal and external), please use the Apply section on this page.

Job Location Position Type Salary GradeGrade 26

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