Administrative Services Coordinator

Position Overview

This position, within the COPHS Office of Student Success, is responsible for managing day-to-day operations of the office and student-facing events. This includes, but is not limited to, office logistics, budgets, communications, student organizations, and college events for both prospective and current students. Reporting to the Assistant Dean for Student Affairs, this position collaborates with academic program leadership, faculty, staff, students, and university partners.

Primarily on-site. One remote day per week, except during peak times and large events

Responsibilities 

• Events: Create, maintain, and manage major college OSS events. Develop & manage budgets for each event. Work with both internal departments and external vendors to secure necessary equipment and services. Organize and lead event teams and provide oversight for day of operations. Events include but are not limited to Summer Camp; college admission/recruiting, social/community-building, & recognition events; and orientations. Select evenings and Saturdays are required.
• Greet & serve all faculty, staff, students, & visitors to OSS, creating a welcoming & positive environment
• Assist the Assistant Dean for Student Affairs &/or Assistant Director of Graduate Admissions and with recruitment, admission, registration, orientation/onboarding activities, & summer camp 
• Budgets: Create, manage, and maintain up-to-date OSS budgets; process payments & transfers
• Schedule Student Ambassadors for recruiting events & DSAC meetings.
• Provide logistical assistance for New Student Registration (NSR)
• Track and organize student organizations, maintaining the COPHS database and acting as a resource for COPHS student organizations. 
• Manage all nomination & elections processes for COPHS class officers, Dean’s Student Advisory Council (DSAC), and student representation on college committees.
• Manage Honor Day and faculty and preceptor awards processes.
• Communication: Create, maintain and distribute to students and faculty University, College, and program information related to the Office of Student Success. Must remain current on policies and regulations to ensure information is accurate, timely, and relevant and is conveyed to the appropriate parties.
• Create and maintain inventory for promotional branded material related to admission events in conjunction with COPHS Dean’s Assistant.
• Support of College committees and other administrative functions assigned by the Office of the Dean. 
• Maintain and manage COPHS student study areas and manage student locker “rental” process.
• Other duties as assigned

Required Qualifications 

• Associate’s Degree
• Ability to prioritize workload and managing multiple tasks
• Strong interpersonal and communication skills with a variety of constituents
• Knowledgeable about FERPA and HIPPAA, appropriately handles confidential students and faculty issues
• Proficient use of college and university specific software programs used for admissions, registration, honors, etc. 
• Comfortable with web-based applications for communication and departmental or student organization
• Microsoft Excel experience - This position will be tracking and maintaining large critical amounts of information using Excel

.Preferred Qualifications

• Bachelor’s degree; 2-4 years’ experience with higher education &/or student affairs
• Ability to develop and accurately maintain planning documents for events and processes
• Knowledge and application of project management practices

BU Benefits and Perks  

Please check out Butler’s Total Rewards website to learn more about our benefit offerings, which include: 

• Paid Time Off and Holidays:  
  • 18 days of paid time off (vacation and PTO days) per Fiscal year 
  • 8 Paid Holidays 
    • In addition, a paid Winter Break between Christmas Eve and New Year’s Day 
  • Paid Parental Leave (after 1 year of full-time employment) 
• Health:  
  • Comprehensive medical, dental, and vision plans including disability and life insurance programs 
• Retirement:  
  • 10% employer contribution after 1 year of full-time employment 
• Tuition Assistance:  
  • Tuition Exchange Program for Dependents 
  • Remission of tuition for classes taken at Butler for employees, spouses, and dependen