Administrative Coordinator, Office of Graduate Academic Services
Location: Waltham, Massachusetts
Internal Number: 146854247
Administrative Coordinator, Office of Graduate Academic Services
Job Description Summary Graduate Academic Advising and Engagement (GAAE) is the unit within Academic Services which serves the unique academic needs of graduate students through academic advising, academic support, tutoring services and student engagement, i.e. new student orientation and advising of graduate student organizations.
The Administrative Coordinator is the primary front-line support for the GAAE, helping graduate students seeking assistance in person, on the phone and via zoom. The Administrative Coordinator creates a welcoming in-person and virtual environment and manages visitor traffic at the front desk by greeting, directing, and announcing visitors appropriately.
The Administrative Coordinator is a highly collaborative role, working with other offices such as Graduate Admissions, Program Directors, the Center for International Student and Scholars, and the Registrar's office to support the mission of GAAE. The Administrative Coordinator manages critical processes and provides a high level of administrative support to the GAAE which is comprised of a Director, three professional academic advisors, and an Assistant Director of Graduate Programs and Engagement. The successful candidate is a team player who works well with others but also takes initiative on individual projects. They are comfortable with ambiguity and change as we return to a fully in person working/learning environment. The Administrative Coordinator will work independently to oversee many aspects of department events or programs including logistical and marketing efforts, executes projects or portions of larger projects, and manages a variety of academic processes for a high visibility department.
Administrative Oversight and Customer Services Role Model:
Oversee front desk operations and provides direct support to newly admitted and current graduate students.
Demonstrate grace under pressure when dealing with distressed students and, increasingly, family members.
Oversees directed email communications to students regarding:
Scheduling of advising appointments.
Course waitlist seat offerings.
Additional communications as needed.
Management of Graduate Website and Departmental Email Account:
Obtains continual training in university website tool (e.g., Drupal).
Monitors and maintains department website and proactively suggests updates or changes when appropriate.
Promptly implements updates or changes to the website when directed by GAAE staff.
Manage electronic newsletter and social media communications and activity.
Maintains information displayed on the front lobby video screens.
Works directly with web services for changes and corrections as required.
Assists the Director and professional staff in creating marketing material for academic success programming, engagement, and related services.
Manages departmental email account and triages messages from the graduate advising and graduate engagement general email accounts responds directly to inquiries from students, alumni, faculty and public, forwards more complex queries to appropriate staff members.
Maintains graduate student email student lists and records when necessary.
Financial Support and General Reporting:
Pays invoices, issues student reimbursements, orders office supplies, monitors student payroll and attendance. Ensures timely payment of department bills.
Assists in the preparation of assessments and annual department report and other reports as needed.
Supervision of Student Employees:
Hires and continuously trains student employees.
Approaches student employment with a developmental philosophy.
Apprises student employees on changes in policy and procedures.
Ensures students are trained to provide administrative support as needed to the Director and professional staff in the areas copying, scanning, and scheduling appointments.
Event Planning and Coordination:
Coordinate's logistics of events, including catering and room reservations, ranging from small meetings to larger graduate engagement events such as orientation.
Works with partner offices to bring events to fruition including oversight of conferences, scheduling, marketing, etc.
Provides backup Administrative Support to Disability Services - Intermittent Coverage of Undergraduate Service Desk.
Collaborates with Undergraduate Admin Staff to plan departmental training sessions, meetings, retreats and events.
Other duties as assigned.
High school diploma or equivalent required, associate or bachelor's degree preferred.
2-5 years of professional experience in an administrative role.
Advanced skill in Excel and Microsoft Word with proficiency in other Microsoft office suite applications.
Interest and ability to learn new technology on a continuous basis.
Excellent attention to detail, ability to proofread and review webpage content, as well as, written correspondence.
Demonstrated commitment to diversity, equity, and inclusion.
Previous work in higher education is strongly preferred.
Previous work with international populations.
Experience in a variety of technology systems and comfort in learning new systems, including, but not limited to, student information systems (Workday, Degree Works, and EAB Navigate), CourseLeaf/CIM (curriculum and catalogue management) to help inform data driven decision making for GAAE.
Typical office setting with extensive sitting and computer work
Ability to travel around campus for work related meetings and events
Bentley University requires references checks and may conduct other pre-employment screening.
Bentley University strives to create a campus community that welcomes the exchange of ideas, and fosters a culture that values differences and views them as a strength in our community.
Bentley University is an Equal Opportunity Employer, building strength through diversity. The University is committed to building a community of talented students, faculty and staff who reflect the diversity of global business. We strongly encourage applications from persons from underrepresented groups, individuals with disabilities, covered veterans and those with diverse experiences and backgrounds.
Bentley University is one of the nation's leading business schools, dedicated to preparing a new kind of business leader and one with the deep technical skills, the broad global perspective and the high ethical standards required to make a difference in an ever-changing world. To achieve our goal, we infuse our advanced business curriculum with the richness of a liberal arts education. The results are graduates who are making an impact in their chosen fields and turning their passions into success stories. Located on a classic New England campus just minutes from Boston, Bentley is a dynamic community of leaders, scholars and creative thinkers.