Administrative & Operations Assistant

Boston College; Boston (MA); On-site; USD 35,000 - 44,000; Full time

Job summary

Boston College in Boston, MA seeks an Administrative Assistant for the Dean's Office of the School of Nursing. The role provides support to the Associate Dean for Finance & Administration, coordinates school-wide events, manages calendars and room reservations, and serves as back-up for the Dean in a high-volume environment.

Ideal candidates will have 2+ years in administrative roles, strong communication, confidentiality, and proficiency with MS Office and Google Drive.

Qualifications

• 2+ years of administrative support experience in a high-paced environment.
• Excellent communication and interpersonal skills.
• Ability to understand organizational priorities and handle changing priorities.
• Ability to exercise good judgment and maintain confidentiality.
• Proficient in MS Office and Google Drive.
• Bachelor’s degree preferred.

Responsibilities

• Calendar and room scheduling for the school; manage the school calendar and meetings.
• Coordinate school events, travel, catering, and RSVP management; liaise with campus departments.
• Dean's Office reception duties: visitor screening, facilities liaison, and file/office management.
• Coordinate search committee travel and interview logistics, including rooms, meals, and itineraries.

Skills

2+ years administrative support

Excellent communication

Organizational skills

Discretion / confidentiality

MS Office

Google Drive

Education

Baccalaureate degree preferred

Tools

MS Office

Google Drive

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

This position is a first point of contact within the Dean's office and provides administrative support to the Associate Dean, Finance & Administration to facilitate daily operations and as back-up support for the Dean. He/she coordinates school-wide events, search committee activities, coordinates student work-study, manages calendars, conference rooms, orders supplies and facility management activities. Operating in a high-volume, fast-paced environment, this role demands unwavering professionalism, resourcefulness, and strong problem-solving and decision-making skills. The ideal candidate will deliver positive, customer-focused responses to a wide and diverse variety of requests and inquiries.

Major Responsibilities:

• School Calendar & Room Scheduling: Create and maintain school calendar including the scheduling of all meetings required by the Articles of Governance in the management of the school. Communicate with school leadership to ensure all meetings are properly scheduled in a timely manner. Ensure rooms are properly furnished for related functions. Coordinate room reservation system for Faculty, Staff, and Student organizations, including, when applicable, meal arrangements and materials for meetings.
• School Events: Coordinate all aspects of school events including: Secure event space through EM reservation system or CSON school calendar. Order food through EM or outside vendors. Send out calendar invites and manage RSVP list. Work with various departments (A/V, IT, MTS) on campus to ensure event runs smoothly and efficiently. Organize and monitor event timelines and ensure deadlines are met. Participate in all efforts to publicize event. Assist with any necessary travel arrangements. Is the first contact for the Pinnacle Lecture series.
• Dean's Office Reception: Primary source of visitor management within the dean's suite. Responsible for screening visitors and triaging their needs to ensure that appropriate access is provided. Responsible for facilities management duties to include oversight of all building requests, repairs, and office moves. Oversee office equipment and supplies, and maintaining inventory of the office, supply closets and program supplies. Serve as liaison with outside offices, such as Events Management, Facilities, Housekeeping, and Media Technology Services. Facilitate office communication with Faculty, Staff, and Alumni and manage CSON Listserv. Manage swipe access through campus groups. Supervise work study students.
• Search Committee Coordination: Primary staff interface for all search candidate. Coordinate travel arrangements, all dining reservations related to candidate interviews. Arrange all room reservations to facilitate interview process. Arrange all required food deliveries. Provide interview packets with all itinerary details. Ensure candidate is provided with a chaperone for all transition periods throughout the visit.

Position Details:

• Department: 058001 - Dean School of Nursing
• Position: 00003115 - Administrative Assistant / School Of Nursing
• Grade: 2ND

Hiring Range: $25.60/hr to $32.01/hr. Pay rate commensurate with relevant experience.

Requirements

• 2+ years of administrative support experience, preferably in a high-paced, visible and demanding environment.
• Must have excellent communication and interpersonal skills
• Must have ability to understand organizational priorities and high degree of flexibility to handle changing priorities
• Ability to exercise good judgment and respect for confidentiality
• Must have ability to work both as a team and independently (with supervision resources available)
• Requires excellent computer skills including proficiency MS Office, Google Drive.
• Requires a customer-focused individual willing to resolve issues and able to find resources to assist in resolution as needed

Preferred

• Baccalaureate degree preferred
• Administrative support experience preferably in a high-paced, highly visible and demanding environment

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.