ADMINISTRATIVE COORDINATOR, Wheelock College of Education and Human Development

Boston University is a leading private research and teaching institution, and the Wheelock College of Education and Human Development is seeking an Administrative Coordinator. This role provides administrative, financial, and operational support to department chairs and faculty, manages budgets, and coordinates communication across multiple offices within the college.ResponsibilitiesProvide comprehensive administrative and operational support to department leadership and faculty to ensure efficient day-to-day operationsManage department calendars and schedulingDraft correspondence and resolve procedural, workflow, and operational issuesTake, post, and maintain meeting minutesLiaise with BU Wheelock Administration & Finance team regarding facilities, operational needs, and requestsManage and order office and faculty suppliesOrder and coordinate promotional and marketing materialsHire, train, schedule, and supervise work-study students; approve timesheetsSupport department financial operations, budgeting, faculty workload, and travel processes in compliance with university policiesTrack and manage department spending; consult with department chairs on budget preparationCollect faculty workload submissions and issue workload letters after approvalMaintain records of faculty travel awards and professional development fundingProcess departmental payments, purchases, and reimbursements using ARIBA, OneCard, disbursements, and SAP ConcurPrepare and submit travel reports for faculty, students, guests, and prospective studentsBook travel and manage reimbursements using BU-approved systems and vendorsPost faculty search advertisements and support candidate reimbursements and interview logisticsPlan and coordinate department, program, and academic events and initiatives, ensuring logistical and operational successServe as event coordinator for department and program events, including catering, AV, facilities, parking, and suppliesManage RSVPs, room setup, and event logisticsCoordinate honoraria and payments for guest speakers and contractorsSupport college-wide events as assignedSubmit interpreter requests for school-wide events involving Deaf Studies facultyConfirm event details and faculty participationSupport coordination of the Language Link Lab and student leadership for ASL coursesArrange interview days for PhD studentsManage departmental communications, data tracking, and information systems to support academic and administrative decision-makingManage department ListServs and routine correspondenceDevelop, maintain, and update databases related to enrollments, evaluations, hiring, and other department dataSupport chairs in accessing and interpreting enrollment and program dataEnsure accurate and timely internal communications across faculty, students, and staffSupport continuity, knowledge-sharing, and operational improvement across departments and the collegeDevelop and maintain procedural guides and resources for faculty, staff, and studentsBuild 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 roleSkillsBachelor's degree or equivalent work experience1+ years of relevant experienceStrong organizational skills with the ability to manage multiple tasks and meet deadlinesEffective written and verbal communication skillsProficiency with standard office software (e.g., Microsoft Office, Google Workspace) and willingness to learn new systemsAttention to detail and ability to handle confidential information appropriatelyPrior work experience in a higher education institution is preferredFamiliarity with basic financial processing, scheduling, and event coordinationExperience working with databases, spreadsheets, or student information systemsBenefitsAccess to the University’s comprehensive benefits planCompany OverviewBoston University is one of the leading private research and teaching institutions in the world today, with three primary campuses in the heart of Boston and programs around the world. It was founded in 1869, and is headquartered in Boston, Massachusetts, USA, with a workforce of 5001-10000 employees. Its website is http://today.bu.edu.



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