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.

Responsibilities

• 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
• 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
• 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
• 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
• 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

Skills

• Bachelor's degree or equivalent work experience
• 1+ years of relevant experience
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines
• Effective written and verbal communication skills
• Proficiency with standard office software (e.g., Microsoft Office, Google Workspace) and willingness to learn new systems
• Attention to detail and ability to handle confidential information appropriately
• Prior work experience in a higher education institution is preferred
• Familiarity with basic financial processing, scheduling, and event coordination
• Experience working with databases, spreadsheets, or student information systems

Benefits

• Access to the University’s comprehensive benefits plan

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