Suffolk University invites qualified candidates to apply for a vacancy as the Assistant to the Dean of Students for Administrative Services in the Division of Student Affairs. The incumbent will provide high-level administrative support to the Student Affairs Office and Division regarding budgeting, event management, communications, employee training, and more. The Division of Student Affairs supports the Suffolk University mission by striving to provide a welcoming, supportive and engaging environment that enriches the academic, social and personal experiences of all students, where the full potential of success can be achieved. Our goal is to empower and develop the multiple facets of the identities of our students (artistic, spiritual, athletic, leadership, academic, etc.), which will in turn help to shape the Suffolk community and beyond. The guiding principles of our work include Student Engagement & Advocacy, Embracing Diversity & Social Justice, Social Responsibility & Civic Engagement, and Holistic Care & Support.
- Budget: Prepares annual budget for the Division and works with regards to financial planning, budgeting, forecasting, and analysis. Initiates, prepares, and assists with the processing of purchase orders, contracts, check request, invoices and budget transfers for the Division. Researches requests and makes purchasing recommendations in collaboration with the Business Office. Prepares regular and ad hoc reports of budget versus actual expenses and provides reporting, tracking and assessment of annual operating budget processes for the Division of Student Affairs. Ensures that all financial transactions are processed accurately and promptly. Develops and implements training for individuals who have responsibility for preparing and monitoring budgets and regularly explains budget policies and procedures. Manages use of and reconciles the Divisional credit card.
- Direct Student Service: Assists students with general questions and complaints. Provides solutions and troubleshoots student concerns. Refers students to appropriate offices for assistance. Adjudicates conduct cases. Manages a caseload of students of concern. Responds to parent calls.
- Commencement and Event Management: Manages all scheduling, logistical, and budgetary plans for commencements. Serves as the University liaison to commencement venues. Collaborate to develop commencement materials and website. Coordinates pre-commencement packet pick-up and communications to students, faculty, staff, families and volunteers and the involvement of faculty and special guests. Coordinates management of Student Affairs Office events: open houses, divisional and department meetings.
- Administrative Responsibilities: Assists the Dean of Students/Associate Dean of Students in recruitment tasks including posting job openings, reviewing resumes, calling candidates, scheduling interviews, timekeeping, onboarding and training, and separation activities. Creates and distributes calendar of meetings for the Student Affairs Division. Arranges travel and conference registration and manages reimbursements for professional staff in the Student Affairs Office. Represents the Student Affairs Office and Division at functions: Open Houses, student activity fairs, etc. Other duties including the management of special projects as assigned.
- Communications: Develops, implements and evaluates Division-wide communications plan that includes internal and external communications. Writes, edits, designs and sends Constant Contact, Punchbowl and other messages on behalf of the Student Affairs Office. Updates Office webpages and Student Handbook. Crafts and implements an enhanced social media strategy for the department. Coordinates and ensures consistent branding of department materials in compliance with University branding requirements.
- Master’s degree and three to five years of higher education experience required.
- Experience designing and delivering highly impactful programs and services.
- Strong project management skills with the demonstrated ability to coordinate, manage, implement and evaluate multiple projects over varied timelines.
- Strong computer skills including: MS Office (Word, Excel, Outlook and PowerPoint) as well as relational database experience.
- Demonstrated excellent written and oral communication skills.
- Demonstrated experience working with a diverse community, in a high volume, deadline oriented customer focused environment.
- Must be creative and proactive.
- Must have ability to manage multiple projects simultaneously and thrive in a high-paced, action-oriented environment.
- Must be able to handle difficult situations and confidential material with sensitivity and professionalism.
- Excellent attention to detail and high standards for quality of work.
- Adaptability and flexibility and ability to pivot nimbly and seamlessly, especially in high pressure situations.
- Must be available to work evenings and weekends as needed.