Summary of Position: 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.
Serve as the point of contact to communication to students and university personnel to ensure high touch customer service contact.
Hire, train and manage administrative coordinators and directly/indirectly student staff to ensure that they have necessary knowledge to do role. Lead team meetings to disseminate information, provide best practices and receive information about 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, E-procurement, My Suffolk, Workday and Qualtrics. Plan and coordinate training to achieve and maintain a high level of performance amongst the staff.
Ensure that Academic Coordinators are provided feedback for performance by conducting ongoing performance appraisals, including the annual performance review with input from Chairs utilizing established performance standards.
Ensure that all projects and special assignments are completed in a timely manner by reviewing and analyzing daily work flow and special project needs. Change assignments as needed to complete all tasks for group.
Oversee programming related to graduate education and provide support to faculty grants proposal and maintenance as well as support admissions process. Provide direct support to the Chair and Program Directors to ensure success of programs.
Make recommendations for and implement changes, improvements or efficiencies in workflow in collaboration with key clients including students, chairs, faculty and the Assistant Dean.
Ensure consistency in department by writing and developing resources for administrative coordinators and faculty.
As a liaison between faculty and staff, work to resolve problems in consultation with Assistant Dean.
Collaborate with Chairs and Dean's Office review monthly budget reports for accuracy and completion. Obtain signatures for or authorize purchase orders, check requests and other office expense budget forms.
Work in tandem with Chairs and Dean's office as well as other applicable offices to prepare annual Capital and Operational budgets.
Lead and prepare onboarding activities for new staff and faculty, which includes accessing resources, learning University systems such as email, MySuffolk, Colleague, Blackboard and Workday.
Bachelor's degree and 1+ years' experience or 3-5 years relevant experience
Strong computer skills. Microsoft office experience required and Ellucian Colleague a plus.
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 to staff and support both Departmental and College of Arts and Sciences events including, but not limited to openings, Commencement, Convocation and others.
Internal Number: otbi9fwP
About Suffolk University
Located right in the heart of downtown Boston, Suffolk University gives its students unparalleled access to the city and all it offers.Our college green is the Boston Common. We are steps from dozens of historic sites like the Old State House, Faneuil Hall, and the Massachusetts State House. We have no real boundaries to our campus' Boston and Suffolk blend together. That means our students have incredible access to a wealth of opportunities, whether it's museums and restaurants or internships and co-ops. At the same time, we also take pride in being a personal, student-centered school, where faculty and administrators know students by name. We take the time to recognize each student's promise, figure out what makes him or her tick, and build important mentoring relationships.As we have done since our founding, we strive for one thing at Suffolk: give students the tools they need to be successful, smart, and satisfied at whatever they choose to do.