ADMINISTRATIVE COORDINATOR, Wheelock College of Education and Human Development

Boston University Wheelock College of Education & Human Development is a top-ranked college that focuses on cross-disciplinary research experiential learning and community engagement. We seek to empower our students faculty and staff to reshape the systems that impact learning and human development more firmly centering them in justice diversity and belonging. To learn more about our college visit Wheelock is one of the 17 schools and colleges that are part of Boston University one of the leading private research and teaching institutions in the world today. With more than 37000 students from all 50 states and 145 countries BU is among the largest independent universities in the United States. To learn more about Boston University visit.

The Administrative Coordinator provides administrative financial and operational support to the department chairs faculty and students within the Language & Literacy Education Department and the Counseling Psychology & Applied Human Development Department at BU Wheelock.The Administrative Coordinator supports departmental operations manages budgets and serves as a primary liaison with college and university offices.

The position supervises student employees and coordinates administrative tasks and communication with multiple offices within the College including Administration & Finance Marketing & Communications Faculty Affairs and IS&T. It also supports college-wide activities such as Fall Convocation and Spring Commencement.

This is a 35 hour per week full-time position within the UAW L2324 bargaining unit. The position has access to the Universitys comprehensive benefits plan. The Administrative Coordinator will maintain a hybrid work modalitySL1FK2 and will have an office on BUs Charles River Campus.

Position FTE:

100%

Essential Functions:

The duties listed below describe the core responsibilities of the position and the approximate proportion of time devoted to each; this list is illustrative rather than exhaustive and may change as priorities and projects shift.

Departmental Operations & Administrative Support (30%)

Provide comprehensive administrative and operational support to department leadership and faculty to ensure efficient day-to-day operations.

• Manage department calendars and scheduling.
• Draft correspondence and resolve procedural workflow and operational issues.
• Take post and maintain meeting minutes.
• Liaise with BU Wheelock Administration & Finance team regarding facilities operational needs and requests.
• Manage and order office and faculty supplies.
• Order and coordinate promotional and marketing materials.
• Hire train schedule and supervise work-study students; approve timesheets

Financial Management Budgeting & Faculty Support (25%)

Support department financial operations budgeting faculty workload and travel processes in compliance with university policies.

• Track and manage department spending; consult with department chairs on budget preparation.
• Collect faculty workload submissions and issue workload letters after approval.
• Maintain records of faculty travel awards and professional development funding.
• Process departmental payments purchases and reimbursements using ARIBA OneCard disbursements and SAP Concur.
• Prepare and submit travel reports for faculty students guests and prospective students.
• Book travel and manage reimbursements using BU-approved systems and vendors.
• Post faculty search advertisements and support candidate reimbursements and interview logistics.

Event & Program Coordination (20%)

• Plan and coordinate department program and academic events and initiatives ensuring logistical and operational success.
• Serve as event coordinator for department and program events including catering AV facilities parking and supplies.
• Manage RSVPs room setup and event logistics.
• Coordinate honoraria and payments for guest speakers and contractors.
• Support college-wide events as assigned.
• Submit interpreter requests for school-wide events involving Deaf Studies faculty.
• Confirm event details and faculty participation.
• Support coordination of the Language Link Lab and student leadership for ASL courses.
• Arrange interview days for PhD students.

Communications Data Management & Reporting (15%)

Manage departmental communications data tracking and information systems to support academic and administrative decision-making.

• Manage department ListServs and routine correspondence.
• Develop maintain and update databases related to enrollments evaluations hiring and other department data.
• Support chairs in accessing and interpreting enrollment and program data.
• Ensure accurate and timely internal communications across faculty students and staff.

Training Process Improvement & Other Duties (10%)

Support continuity knowledge-sharing and operational improvement across departments and the college.

• Develop and maintain procedural guides and resources for faculty staff and students.
• Build expertise in university-wide systems (e.g. SAP Concur Ariba payroll OneCard.)
• Contribute to special projects initiatives and administrative tasks that support the evolving needs of BU Wheelock including cross-functional collaboration process improvements continuous learning and development and other assignments consistent with the scope and objectives of this role.