Administrative Assistant

Boston College; Northern (KY); Hybrid; USD 36,000 - 45,000; Full time

Benefits offered by this job

Tuition remission for Employees

Medical, Dental, and Vision Insurance

Retirement Plans (401k/403b)

Paid Holidays

Job summary

Boston College is seeking an Administrative Assistant in the Management and Organization Department to support a large faculty and student body. You will manage office operations, serve as liaison with university offices, and help coordinate events and course-related activities.

The role requires strong communication, organizational skills, and proficiency with Microsoft Office; familiarity with Canvas is desirable. A bachelor’s degree is preferred and a 26.32–32.88 USD/hour pay range is offered.

Qualifications

• Bachelor’s degree preferred; Minimum of 3–5 years administrative experience preferred.
• Strong oral and written communication skills; Microsoft Office proficiency including Excel.
• Experience with Canvas or comparable course management system is highly desirable.

Responsibilities

• Establishes all office procedures and manages daily departmental operations.
• Department liaison for chairperson to university administrative offices; Student Services and Dean's Office coordination.
• Training and onboarding new faculty; manage budgets and track spending trends.
• Oversees and prepares requisitions, travel expense reports, and P-card purchases.
• Coordinate speaker series, arrange meetings, and support teaching and research activities.
• Assist with travel arrangements, department events, and maintenance of course catalogs.

Skills

Microsoft Office

Excel

Google Docs

Communication skills

Organization

Education

Bachelor's degree preferred

Tools

Canvas

Job description

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

The Administrative Assistant provides significant high-level administrativesupport to the Department Chair, 16 full-time Faculty, 40 part-time Faculty and400 students (undergraduate, masters and PhD) in the Management andOrganization Department. The departmentrelies on the Administrative Assistant to help the smooth functioning of allelements of department work. Thisindividual is a critical component in the school’s and the department’s primaryobjectives of excellence in teaching, excellence in research and providing anenriching environment for all students and faculty.

Responsibilities include:

• Establishes all office procedures and manages daily departmental operations


• Department liaison for chairperson to university administrative offices including Student Services and the Office of Dean (Carroll School);


• Training and onboarding new part-time and full-time faculty on BC’s systems and procedures;


• Manage budgets and tracks/analyses spending trends for department, faculty and students; Oversees/prepares/submits requisitions and travel expense reports; Responsible for Pcard purchases/reconciliations.


• Manages computer and communications support for department. Serves as department liaison with assigned technology consultant (TC). Works with TC to set up new faculty and handles major and minor equipment requests for department, including computer needs.


• Coordinate speaker series in the department, set up meetings and events as required.


• Assist all faculty with all office-related activities including travel arrangements in support of teaching and research, coordinate departmental events, manage the student awards annually, and taking notes at faculty meetings;


• Handle departmental phone, mail, and in-person queries; arrange meetings, prepare documents, presentations; photocopy, order supplies, arrange classroom and equipment reservations; oversee new/current faculty office space needs; maintain department web page; handle major and minor equipment requests including computer needs; order books and course materials; maintain online course catalog and class schedules;


• Supervise and train work study students


• Oversees and manage undergraduate registration via Eagle Apps; responds to student email inquiries (demands during registration are extremely high). Monitor the status of courses during registration and drop add, and maintain and process waitlists for oversubscribed courses;


• Provide student advising including review of degree audits and guidance on issues pertaining to the Management and Organization core, major and minor requirements; Approves Management and Organization majors and minors; verifies credentials; departmental overrides; course approvals; manages wait list on oversubscribed courses


• Manages research/teaching assistant (RA/TA) requests for all faculty each semester; Continually update and organize requests to prepare for hire;


• Create and post ads for faculty recruiting; Manage pool of applicants; schedule interviews with candidates and management and organization faculty. Plan and manage candidate’s agendas for campus visits and interviews including but not limited to presentations, seminars, faculty calendars, lunch and dinner events;


• Assist with the preparation of correspondence and department promotional materials;


• Manage annual faculty merit review process; CV’s; research and faculty teaching evaluations;


• Assist Chair/Assistant Chair with course management and scheduling and serving as the departmental point-of-contact during student registration periods;


• At the request of the Chair conducts fact finding/detailed research analysis ie: tenure clocks; comparing awards received by faculty; department data collection;


• Undertakes special projects as needed by the Chair

Bachelor’s degree preferred; Minimum of 3-5 years ofadministrative experience preferred; Ability to work in demanding fast paced customer service focused environment; Self-starter and takes initiative; Problem solving skills; conflict resolution and interpersonal skills; Strong oral and written communication skills; Microsoft Office Suite Proficiency, including Excel; Proficiency in Google docs, survey forms; experience with Canvas or comparable course management system is highly desirable.

Position Details:

• Department: 057321 - Management and Organization


• Position: 00001116 - Administrative Assistant-Carroll School of Management and Organization Studies Dept


• Grade: 2ND


• Hiring Range: $26.32/hr to $32.88/hr. Pay rate commensurate with relevant experience.

Requirements

Bachelor’s degree preferred; Minimum of 3-5 years of administrative experience preferred; Ability to work in demanding fast paced customer service focused environment; Self-starter and takes initiative; Problem solving skills; conflict resolution and interpersonal skills; Strong oral and written communication skills; Microsoft Office Suite Proficiency, including Excel; Proficiency in Google docs, survey forms; experience with Canvas or comparable course management system is highly desirable.

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-Sponsored403bRetirement Plans


• Paid Holidays Annually


• Generous Sickand 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.