Boston College Introduction
Founded in 1863, Boston College is a Jesuit, Catholic university located six miles from downtown Boston with an enrollment of 9,654 full-time undergraduates and 5,072 graduate and professional students. Ranked 37 among national universities, Boston College has 923 full-time and 1,336 FTE faculty, 2,822 non-faculty employees, an operating budget of $1.4 billion, and an endowment in excess of $3.9 billion.
Job Description
Administrative & Program Specialist
The 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 17 other full-time staff members and 5 graduate assistants.
Office Of Administrative & Budget Support:
As the first point of contact for the Career Center, the Administrative & Programs Specialist manages a very active front desk greeting area, ensuring all visitors - whether students, alumni, employers, or parents - are welcomed with courtesy and professionalism. With a friendly demeanor, they promptly address concerns and inquiries through various channels, including telephone, email, and in-person interactions, demonstrating adaptability and flexibility in responding to changing needs and consistently leaving a positive impression on everyone they assist.
Respond to inquiries, refer to appropriate Career Center staff, and direct frequent walk-in and scheduled visitor traffic to the appropriate places within the building.
Recruit, hire, train, and supervise undergraduate student workers each semester to support office operations and other tasks, while streamlining hiring processes for all Career Center student roles.
Serve as back up to Assistant Director in responding to questions from the peer career coaches.
Develop systems and processes for determining office supply and equipment needs and oversee the ordering of these items through established vendors.
Manage staff calendar(s) with limited consultation, setting meeting appointments, resolving calendaring conflicts, and confirming meetings as needed.
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, providing guidance on travel processes, running reports, and processing 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. Track student staffing hours and payment to ensure we remain within budget.
Coordinate the requests and scheduling of building maintenance and repair activities, including periodic work orders and seasonal maintenance.
Correspond with career technology platforms and external vendors to coordinate payment and troubleshoot access issues.
Program Support:
Serve as the primary lead and program manager for several signature student services and programs such as the following:
Career Closet: Support office initiative to provide professional attire to over 350+ students per year, including budget management, inventory, and operations.
Endeavor: Oversee logistical support for this signature career exploration program, including budget tracking, room reservations, travel to employers, catering, and collaboration with multiple internal and external stakeholders.
Career Center Photo Booth: Oversee process to provide all students with access to professional photos to enhance their digital presence, including liaising with the vendor, troubleshooting technical issues, and checking students into appointments.
Contribute to the organization and implementation of major Career Center events, such as annual career fairs and networking events, building renovations, etc.
Each 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.
The staff member will primarily be in-person and on campus.
Please note, all interested candidates should upload a cover letter in addition to the resume when applying to this position.
Hiring Range: $27.47/hr to $34.34/hr. Pay rate commensurate with relevant experience.
Requirements
Bachelor's degree preferred.
Minimum of two years of administrative experience preferred, with a customer-focused orientation.
Strong attention to detail with the ability to consistently deliver accurate work and information to the staff, supervisors, students, and others the front desk supports.
Exceptional organizational skills and ability to handle multiple projects and requests simultaneously. Demonstrated success in project follow through and completion.
Ability to prioritize tasks, manage multiple responsibilities, and work collaboratively to assign work as needed.
Excellent verbal and written communication skills (phone, email, meetings and events).
Excellent customer service and interpersonal skills, as well as discretion and diplomacy.
Demonstrated ability to adapt to shifting priorities and work collaboratively across teams, coordinating effectively with staff, students, alumni, and employers to provide seamless support in a dynamic, fast-paced environment.
Ability to manage budgets and ability to learn software such as PeopleSoft Financials and Kronos.
Ability to take initiative and ownership of projects; willingness to proactively learn and manage new projects and/or duties as needed.
Ability to routinely and independently exercise sound judgment in making decisions consistent with the goals and service focus of the Career Center.
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 individuals with differing experiences and perspectives.
This position requires occasional work after normal business hours to support Career Center events.
Closing Statement
Boston College offers a broad and competitive range of benefits depending on your job classification eligibility:
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 conducts pre-employment background checks as part of the hiring process.
Boston College is an Equal Opportunity Employer and does not discriminate on the basis of any legally protected category, including disability and protected veteran status. Boston College's Notice of Nondiscrimination can be viewed at https://www.bc.edu/nondiscrimination .
