Administrative Coordinator, Suffolk Entrepreneurship & Educational Development Collaborative (SEED)

Suffolk University; Boston (MA); On-site; USD 34,000 - 43,000; Part time

Job summary

Suffolk University in Boston seeks a Part-time SEED Administrative Coordinator to support the SEED Program Director and LLC/Pre-SEED Director. You will manage administrative functions, coordinate student recruitment, client onboarding, contracts, NDAs, and event scheduling, and liaise with clinic directors, partners, and staff.

Ideal candidates are well-organized, proactive and strong communicators; experience in a university setting is a plus.

Qualifications

• A degree in business, management, or related field or equivalent experience.
• Proven experience as an administrator in a fast-paced innovative environment.
• Strong organizational and project management skills.
• Excellent communication and interpersonal abilities.
• Ability to work collaboratively with students, faculty, Suffolk administration, and external stakeholders.

Responsibilities

• Coordinate the SEED student recruitment and enrollment process for each semester, including deadlines, interview process, and communication with faculty.
• Maintain and update student program enrollment records from recruitment through the semester, including clinic, team, and contact information.
• Ensure NDAs and SEED documentation are signed and filed, and assist with student communications for recruitment, onboarding and events.
• Maintain client and partner lists, coordinate client onboarding, and schedule client meetings.
• Prepare and coordinate SEED schedules (weekly sessions, presentations, speakers) and attend meetings to keep faculty informed.
• Coordinate with Suffolk IT to set up shared folders and ensure system access for SEED faculty and students.
• Monitor SEED email and direct inquiries appropriately; provide on-site support for SEED sessions.

Skills

Strong organizational skills

Excellent communication

Team collaboration

Project management

Education

Bachelor's degree in business, management, or related field

Tools

DocuSign

Handshake

Job description

Location: Boston, MA

Position Type: Part time

Reporting to the SEED Program Director, the SEED AdministrativeCoordinator will support the SEED Program Director and LLC andPre-SEED Director by actively managing the administrative functionsassociated with a variety of activities and function as the SEEDliaison with Suffolk’s administrative resources. These activitiesinclude supporting the student recruitment process, clienton-boarding, client contract and NDA administration, studenton-boarding, preparing the weekly SEED schedule, communicating withClinic Directors, students, SEED Partners, and clients as directed,and coordination of SEED presentations and events. This roledemands a well-organized assertive administrator who is effectiveworking in a fast-past multi-dimensional environment and is astrong communicator. The Administrative Coordinator keeps the filesand records required by the SEED program and University. SEED is anew and innovative program. The SEED Administrative Coordinator isexpected to be flexible in taking on new responsibilities asrequired.

Key Responsibilities:

Student Administration:

• Coordinate the SEED student recruitment and enrollment processfor each semester the program is run including creating a calendarof recruitment enrollment deadlines, and interview process anddeadlines.
• Work with student admissions and operations to set up andcommunicate to faculty interviewing process.
• Maintain and update student program enrollment records fromrecruitment and throughout the semester, including clinicassignment, team assignment, and updated contact information.
• Ensure all students requiring NDAs (non-disclosure agreements)have signed and on file and any other SEED Program requireddocumentation.
• Prepare and send student communications as directed to assistwith activities such as student recruitment, onboarding, andevents, and presentation scheduling.

Client Administration:

• Maintain and update client and partner lists and contactinformation for recruitment of clients, on-boarding, and setting upclient meetings as required.
• Assist with the client on-boarding process including sending anonboarding package, collecting client contracts, and other requiredclient information.
• Coordinate client meeting schedule for key activities includinginitial client intake meetings, final presentations, schedulingfeedback meetings post semester, and client-involved events.

Program Administration:

• Prepare and coordinate SEED schedules as required by the LLC,Pre-SEED, and SEED including the weekly session schedule,presentation schedules, speaker schedule, and other session eventschedules as required.
• Attend weekly SEED Clinic Director meetings and any regularlyscheduled LLC or PreSEED meetings prepared to discuss weeklyschedule and keep faculty informed of current and upcoming eventsand activities.
• Work with the SEED team to curate professional events andrecruit LLC mentors
• Set-up and maintain digital folders and files for SEED Programrecords including client contracts, NDA (non-disclosureagreements), SOWs (statements of work), presentations, and otherrecords as required.
• Coordinate with Suffolk IT and set up shared folders for use bySEED faculty and students each semester or as required and anyother system access needs.
• Monitor the SEED email box and ensure inquiries are beingdirected to the appropriate staff.
• Provide on-site support for SEED sessions as required.

Technology and Data Coordination:

• Work with Suffolk IT and other required areas to set up theSEED File Sharing Protocol each semester for both students andclients data sharing and storage.
• Coordinate use of other applications by faculty and staff suchas HandShake to support the interviewing process and Docusign tosupport client contract and NDA process.
• Communicate the process to students, faculty, and clients asrequired.
• Manage data room (shared information) as required to ensure allconfidential information is safely saved and accessible during thesemester and disposed of at the end of the semester.
• Ensure all SEED students, faculty, and staff have access toshared information such as schedules, syllabi, student rosters,team assignments, presentation templates, and other information asrequired.

Graduate Assistant Coordination:

• Work with the SEED Program Director and LLC & Pre-SEEDDirector to ensure graduate assistants assigned to SEED aredeployed and given proper direction.
• Coordinate with the SEED session on site coordinating graduateassistant and support their efforts as required.

Qualifications:

• A degree in business, management, or related field orequivalent experience.
• Proven experience as an administrator in a fast-pacedinnovative environment.
• Strong organizational and project management skills.
• Excellent communication and interpersonal abilities.
• Ability to work collaboratively with students, faculty, Suffolkadministration, and external stakeholders.

Preferred Attributes:

• Collaborative style with the ability to manage multiple tasksin a fast-paced environment.
• Ability to take the initiative with tasks and follow through tocompletion.
• Strong organization and administrative skills with strongattention to detail.
• Background working in a university environment with faculty,students, and alumni.
• Desire to be part of a new and innovative program at SuffolkUniversity.

The salary range for this role is $25/hour - $31/hour.SalaryTransparency

Suffolk University provides salary ranges as a good faithestimate of what it reasonably expects to pay for a role at thetime the position is posted. The actual salary offered to theselected candidate will depend on various factors, including, butnot limited to, the position’s scope and responsibilities, thecandidate’s experience, education, training, and applicable legalrequirements. The listed pay range reflects base salary only anddoes not include additional benefits or compensation.

Suffolk University does not discriminate on the basis of race,color, ethnicity, religion, national origin, sex, gender, genderidentity or expression, sexual orientation, age, disability,military status, or any other characteristic protected byapplicable law. We welcome applications from qualified candidatesof all backgrounds, perspectives, and experiences. The Universitystrives to recruit, develop and retain faculty and staff committedto educational excellence, the robust exchange of ideas, and engagein membership in a diverse and inclusive community.

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