Program Administrator - Political Science & Legal Studies (PSLS) at Suffolk University

The primary focus of this position is to provide administrative and technical support to the undergraduate and graduate programs in Political Science & Legal Studies (PSLS). This position will assist the Department Chair in PSLS and will interface with faculty, students and other University personnel to provide positive, pro-active programmatic support.

Primary Responsibilities

Administrative Support:

Provide administrative support to students, faculty and any other University personnel. Duties may include, but are not limited to: keeping informed of upcoming deadlines; posting office hours; ordering desk copies of textbooks and following up with the bookstore for text book orders; processing facilities work requests; tracking and ordering office and instruction/teaching and research supplies; attending all faculty meetings and keeping minutes for faculty review.

Provide reception desk coverage and front-line support for students. This includes but is not limited to answering phones, greeting and tactfully providing information in-person, over the phone and via email.

Program & Advising Support

Participate in student registration, curriculum & course planning, orientation, awards, internships, maintaining student files and records, organizing and maintaining student data, annual student surveys, and annual student progress reports.

Provide administrative support in managing group advising sessions each semester, including but not limited to scheduling sessions, proving materials, tracking/clearing students, and assigning advisors in Colleague

Communication

Manage departmental communication to students, faculty, and other stakeholders. Review academic program communication with Department Chair. Create, maintain, modify, and/or ensure accuracy of content in various academic program documents, displays, reports, brochures, social media, and/or websites.

Maintain and send messages to the departmental listserv, manage the departmental social media pages, and update the departmental advising site via Wordpress.

Event Planning

Work with University partners to plan and host events with both internal and external stakeholders. Duties include but are not limited to securing space, ordering catering, advertising, and providing on-site support.

Other Administrative Support

Provide administrative support in other areas including, but not limited to, faculty support, office support and budget support.

Hire, train, and assign tasks for work study students and potentially other personnel. Approve hours in Workday. Other duties as assigned by manager.

Qualifications/Requirements:

• Bachelor's degree. 3-5 years relevant experience working with undergraduate and graduate programs, preferred.
• Strong computer skills. Microsoft Office experience required and Ellucian Colleague a plus.
• Demonstrated excellent communication and organizational skills.
• Ability to work independently and in a team-oriented environment.

• Ability to take initiative where and when appropriate, but also understand when consultation with Manager, and/or colleagues is necessary.
• Demonstrated experience working in a high volume, customer focused environment. Must be able to handle difficult situations and confidential material with sensitivity and professionalism.

• On occasion must be available to work evenings and weekends, as needed, with team members and support both Departmental and College of Arts and Sciences events including, but not limited to, Commencement, Convocation, Departmental open houses, Admissions events, etc.

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