Administrative Coordinator, Suffolk Entrepreneurship & Educational Development Collaborative (SEED) Program in Boston, Massachusetts at Suffolk University

Location: Boston, MA
Position Type: Part time

Reporting to the SEED Program Director, the SEED Administrative Coordinator will support the SEED Program Director and LLC and Pre-SEED Director by actively managing the administrative functions associated with a variety of activities and function as the SEED liaison with Suffolk’s administrative resources. These activities include supporting the student recruitment process, client on-boarding, client contract and NDA administration, student on-boarding, preparing the weekly SEED schedule, communicating with Clinic Directors, students, SEED Partners, and clients as directed, and coordination of SEED presentations and events. This role demands a well-organized assertive administrator who is effective working in a fast-past multi-dimensional environment and is a strong communicator. The Administrative Coordinator keeps the files and records required by the SEED program and University. SEED is a new and innovative program. The SEED Administrative Coordinator is expected to be flexible in taking on new responsibilities as required.

Key Responsibilities:

Student Administration:

• Coordinate the SEED student recruitment and enrollment process for each semester the program is run including creating a calendar of recruitment enrollment deadlines, and interview process and deadlines.

• Work with student admissions and operations to set up and communicate to faculty interviewing process.

• Maintain and update student program enrollment records from recruitment and throughout the semester, including clinic assignment, team assignment, and updated contact information.

• Ensure all students requiring NDAs (non-disclosure agreements) have signed and on file and any other SEED Program required documentation.
• Prepare and send student communications as directed to assist with activities such as student recruitment, onboarding, and events, and presentation scheduling.

Client Administration:

• Maintain and update client and partner lists and contact information for recruitment of clients, on-boarding, and setting up client meetings as required.

• Assist with the client on-boarding process including sending an onboarding package, collecting client contracts, and other required client information.

• Coordinate client meeting schedule for key activities including initial client intake meetings, final presentations, scheduling feedback meetings post semester, and client-involved events.

Program Administration:

• Prepare and coordinate SEED schedules as required by the LLC, Pre-SEED, and SEED including the weekly session schedule, presentation schedules, speaker schedule, and other session event schedules as required.
• Attend weekly SEED Clinic Director meetings and any regularly scheduled LLC or PreSEED meetings prepared to discuss weekly schedule and keep faculty informed of current and upcoming events and activities.
• Work with the SEED team to curate professional events and recruit LLC mentors
• Set-up and maintain digital folders and files for SEED Program records including client contracts, NDA (non-disclosure agreements), SOWs (statements of work), presentations, and other records as required.
• Coordinate with Suffolk IT and set up shared folders for use by SEED faculty and students each semester or as required and any other system access needs.
• Monitor the SEED email box and ensure inquiries are being directed to the appropriate staff.
• Provide on-site support for SEED sessions as required.

Technology and Data Coordination:

• Work with Suffolk IT and other required areas to set up the SEED File Sharing Protocol each semester for both students and clients data sharing and storage.

• Coordinate use of other applications by faculty and staff such as HandShake to support the interviewing process and Docusign to support client contract and NDA process.

• Communicate the process to students, faculty, and clients as required.

• Manage data room (shared information) as required to ensure all confidential information is safely saved and accessible during the semester and disposed of at the end of the semester.

• Ensure all SEED students, faculty, and staff have access to shared information such as schedules, syllabi, student rosters, team assignments, presentation templates, and other information as required.

Graduate Assistant Coordination:

• Work with the SEED Program Director and LLC & Pre-SEED Director to ensure graduate assistants assigned to SEED are deployed and given proper direction.

• Coordinate with the SEED session on site coordinating graduate assistant and support their efforts as required.

Qualifications:

• A degree in business, management, or related field or equivalent experience.
• Proven experience as an administrator in a fast-paced innovative environment.
• Strong organizational and project management skills.
• Excellent communication and interpersonal abilities.
• Ability to work collaboratively with students, faculty, Suffolk administration, and external stakeholders.

Preferred Attributes:

• Collaborative style with the ability to manage multiple tasks in a fast-paced environment.
• Ability to take the initiative with tasks and follow through to completion.
• Strong organization and administrative skills with strong attention to detail.
• Background working in a university environment with faculty, students, and alumni.
• Desire to be part of a new and innovative program at Suffolk University.

The salary range for this role is $25/hour - $31/hour.Salary Transparency

Suffolk University provides salary ranges as a good faith estimate of what it reasonably expects to pay for a role at the time the position is posted. The actual salary offered to the selected candidate will depend on various factors, including, but not limited to, the position’s scope and responsibilities, the candidate’s experience, education, training, and applicable legal requirements. The listed pay range reflects base salary only and does not include additional benefits or compensation.

Equal Opportunity Statement

Suffolk University does not discriminate on the basis of race, color, ethnicity, religion, national origin, sex, gender, gender identity or expression, sexual orientation, age, disability, military status, or any other characteristic protected by applicable law. We welcome applications from qualified candidates of all backgrounds, perspectives, and experiences. The University strives to recruit, develop and retain faculty and staff committed to educational excellence, the robust exchange of ideas, and engage in membership in a diverse and inclusive community.