What are the responsibilities and job description for the Administrative Coordinator position at Babson College?
The Administrative Coordinator provides primary support for the Dean of Students and the Associate Dean, Campus Life and the departments of Residence Life, Student Engagement, and Campus Life Administration. Provides general administrative support acting as office manager and key support staff for the Dean of Students and staff in the Student Life Suite.
WHAT YOU WILL DO
Serve as the primary support person for the Dean of Students and Associate Dean, Campus Life which includes supporting all external and internal office functions for departments; overseeing office Outlook calendars; and maintaining positive working relationships across the College. In addition, interprets policies, procedures, issues, and provides appropriate direction; and supports projects and initiatives related to the work of the Director of Residence Life, Director of Student Engagement, and Sr. Director of Campus Life Student Services and Administration as appropriate under the direction of the Dean of Students and Associate Dean of Campus Life.
Act as office manager for the Student Life suite which includes developing operating practices (i.e., record keeping systems, forms control, office layout, creating new systems and/or revising established procedures, processing purchase orders, ordering general and specific office supplies as well as printed materials for the office); managing functionality and updates to phone, printer, and copy systems; managing Student Life listserves and inter-office communication; and selecting, training, and evaluating student office assistants, while promoting student development and learning.
Assist with high volume telephone calls and email communication relating to student life; manage communication tracking for incoming calls and emails to identify trends and issues, escalating to Dean of Students and/or Associate Dean, Campus Life as appropriate.
Assist with the management of student transportation services for office specific programming, major campus programs, and club/organization off-campus events.
Process all expense reimbursements and budget transfers for Dean of Students and Associate Dean, Campus Life; monitors and assists with budget tracking, quarterly budget reports, budgeting priorities in all areas, and manages inter-office inventories of non-consumable supplies.
Provide support to the on-call team through management of scheduling, emergency supplies and linens, logistics for team training and development, and administrative support for the Crisis Manual; as well as provide oversight to the crisis management budget including tracking and posting of expenses, journal transfers, and purchasing requests as needed.
Support housing operations and serve as first point of contact for FAQs relating to on-campus residence living.
Assist in the management of training for new Administrative Coordinators within Campus Life.
Serve as the primary point person responsible for organizing and executing logistics of special events including orientation, Family & Friends weekend, Founder’s Day, and Senior Class Committee Programming. Plan and arrange facility set-up, catering, décor, online registration systems, and giveaways.
Serve as a golf cart training and certification facilitator for the College.
Assume additional responsibilities as required.
YOUR TEAM WILL INCLUDE
Student Assistants (8-10)
WHAT EDUCATION AND SKILLS YOU WILL NEED
Associate’s degree
At least 2-3 years of related experience.
Must have excellent typing, editing, and proofreading skills.
Must have strong supervisory skills.
Strong organizational, interpersonal, and communication skills, and must be able to always maintain a high degree of confidentiality
Must have strong computer skills including proficiency in Google Drive/Docs and Microsoft Office (Word, Excel, PowerPoint, Outlook/Calendar)
Ability to envision and propose new methods to perform tasks that support ET&A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.
Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.
Ability to effectively interface with trustees, students, faculty, staff, and visitors.
HOW AND WHERE YOU WILL WORK
Requires work onsite a minimum of 5 days a week; the on-campus requirement is subject to modification based on organizational need.
