ADMINISTRATIVE SERVICES MANAGER, Global Programs

Employer
Boston University
Location
BOSTON, Massachusetts, United States

Job Details

ADMINISTRATIVE SERVICES MANAGER, Global Programs

Tracking Code22500143960315Job Description

Comprising of Boston University’s Study Abroad, Center for English Language and Orientation Program, International Students and Scholars Office, and Global Support Services, the department of Global Programs supports the University’s global initiatives both at home and abroad. Home to a diverse group of professionals, Global Programs works with students, faculty, staff, and members of our community to provide sound, professional support on all facets of global engagement while embodying a firm commitment to being a good global citizen wherever our students and faculty lead us.

Based in Boston, Massachusetts and Reporting to the Associate Director, Finance and Administration, the Administrative Services Manager plays a critical role in supporting the administrative and financial operations of Global Programs by supporting the day-to-day management of Human Resources, Finance, and Administrative needs of a diverse domestic and international staff of over 300 staff, affiliates and teaching professionals.

The Administrative Services Manager will be responsible for managing and maintaining Global Programs’ administrative support and personnel tracking systems to ensure timely and accurate processing of related Global Programs’ Human Resource and Accounts Payable transactions. The Administrative Services Manager will also serve as backup for Global Programs’ Administrative Support unit and will provide as-needed support for the finance needs of the department, including but not limited to monthly financial reconciliation and analysis of Study Abroad site expenditures and maintenance of relevant budget documents for quarterly forecasting and the annual budget process.

Specifically, the Administrative Services Manager will:

Human Resources, General: 25%

  • Work with Managing Directors, Compensation, and HR to draft position descriptions, ensuring internal equity and fairness are maintained throughout the process.
  • Manage on-boarding and off-boarding process for 60+ Boston-based positions, including but not limited to posting and maintaining positions in SAP, designing and creating onboarding packets, building agendas for introductory meetings and systems trainings, as well as coordinating business cards, keys, and name plates, for new staff.
  • Manage the payroll process for Global Programs’ temporary domestic employees (approx. 60-70/year), including but not limited to time entry and approval, adherence to University, Departmental, and Employment policies, and spend reporting.
  • Provide support and backup for Global Programs’ student employment functions, including but not limited to working with the Student Employment Office and prospective supervisors to post positions, hire/re-hire students, review and approve time, on-board/off-board student employees as needed, ensure adherence to University, Departmental, and Employment policies, and reporting on student employees (spend, hours, number of student employees per group, etc.) as requested.
  • Ensure accurate record keeping of all HR related actions including but not limited to ensuring all offer letters, resumes, termination notices, performance evaluations and personnel related files are saved in the appropriate place on the Global Programs shared drive, and maintained as needed.

Human Resources, Study Abroad: 25%

  • Establish regular check-in procedures with global site staff and directors to support the timely review and on-boarding/off-boarding of several hundred instructional and administrative staff at Study Abroad global sites, including on-boarding and off-boarding, record keeping, and compliance.
  • Work with site directors and Global Programs’ Operations team to regularly review and confirm practices adhere to local and regional data security rules and regulations.
  • Maintain accurate and timely records of all Study Abroad global personnel, including but not limited to contract status, length of tenure, time and effort, compensation and business needs.
  • Make recommendations and implement procedures geared towards a constant improvement of the flow of staffing information from global sites to Boston Global Programs, maintaining appropriate records of all on-boarding and off-boarding materials.
  • In conjunction with the Office of the General Counsel, local labor advisors and Global Programs Study Abroad site directors, manage non-US international expatriate assignment setups and documents compliance with employment law, work authorization & visa requirements and tax regulations.
  • Support the administrative needs of faculty and students traveling abroad as necessary.

Human Resources, Analytics: 10%

  • Manage Global Programs’ domestic and international human resources data and records, reviewing and tracking on a defined cadence to ensure that all employee records are maintained in a timely and accurate manner. This includes but is not limited to ensuring payroll accuracy and accurate management of personnel records in SAP.
  • Utilized maintained HR data to provide timely and accurate data on human resources metrics, maintaining organizational charts up to date as staffing or structure changes occur.

Finance: 25%

  • Support and provide backup for Global Programs’ Finance needs as required, including but not limited to assisting with monthly financial reconciliation and analysis of Study Abroad site expenditures, monthly PowerBi prep, and supporting the quarterly forecasts / annual budget process.
  • Assist with processing financial transactions, including invoices, expense reports, deposits, and purchase orders and track information using financial databases.
  • Assist with coordinating accounts payable and accounts receivables transactions as needed, taking the lead on processing as necessary.
  • Oversee and approve international and domestic travel expenditures for the Global Programs staff, ensuring compliance with University and IRS policy, and documenting internal approvals as necessary.
  • Oversee and approve service agreements and other contracts for Global Programs’ functional units, documenting internal approval(s) for all purchases.

Administration: 10%

  • Communicate notices of changes to HR policies, procedures, and deadlines to relevant stakeholders in a timely and clear manner.
  • Serve as backup Data Security Administrator for Global Programs’ staff and leadership, ensuring timely resolution to related systems access issues.
  • Lead management of SharePoint resources including assigning and revoking user access, performing access audits across units and sites and updating access mapping for all users/units.
  • Work with building management and maintenance to triage and resolve building related issues.
  • Workstation preparation for new employees, updating contact lists, and coordinating with the communications team on formal announcements.
  • Provide front-desk coverage as needed, often requiring a shift in workstations.
  • Lead inventory control and intra-office communication protocols to ensure office operations run smoothly and supplies are ordered on a timely basis.
  • Acting as a shopper in the procurement system for ISSO and Study Abroad office supplies and will hold a p-card with spending authorization of up to $3000 per purchase for purchases to vendors and other office supplies.
  • Other tasks as assigned
Required Skills
  • Bachelor's degree and three to five years of relevant HR and Finance experience.
  • Highly organized with ability to manage multiple projects and priorities at the same time.
  • Advanced spreadsheet management and analytics knowledge.
  • Demonstrated ability to implement process-management systems.
  • Strong attention to detail.
  • Discreet and heightened sense of awareness when working with sensitive data.
  • Strong cross -cultural interpersonal and communication skill and the ability to work effectively with all levels of staff.
  • Proven track record of proactively solving office operational issues.

Please note all newly hired staff and faculty, will need to be in compliance with Boston University’s COVID-19 Vaccination and Booster Requirement within 30 days of date of hire. You must upload your vaccine documentation or request a medical or religious exemption (instructions). For further information on the University’s response to COVID-19, please visit the Back2BU site.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. We are a VEVRAA Federal Contractor.

Job LocationBOSTON, Massachusetts, United StatesPosition TypeFull-Time/Regular

Organization

The Difference Is Our DNA

What compelled the Bill & Melinda Gates Foundation to award Boston University a grant to fight newborn mortality in Zambia? Why did Martin Luther King, Jr. adopt BU as a place where he could hone his message of justice and equality? And what is the catalyst that prompts 32,557 students from 135 countries to call BU their home every semester? It’s in our DNA: an inherent desire in each of our students, faculty, and staff to vigorously and dauntlessly pursue knowledge—and embrace the unlimited possibilities that come with it.

A Community Unlike Any Other

As you can see below, it takes people, ideas, and a little luck (Boston, you’re our town) to make BU what it is today: one of the most dynamic universities in the world.

Celebrated thinkers: On any given day, students will find themselves mesmerized by Nobel Prize winners, a poet laureate, and the first biomedical engineer ever to receive a MacArthur Foundation “Genius Award,” among others.

Extraordinary teaching: When a classroom starts to percolate with new ideas, it’s because our faculty of scholars and accomplished practitioners know how to ignite students’ imaginations. That’s why we reward our best teachers with BU’s most prestigious honor: The Metcalf Cup and Prize.

Groundbreaking research: With faculty dedicated to a creative, interdisciplinary approach to problem solving, BU has become a leading global research institution—propelled forward by over $350 million a year in sponsored program revenue.

World-class students: Elite students from all 50 states and 135 countries pursue higher education on BU campuses in Boston and at programs in L.A., D.C., and more than 30 other cities on six continents.

A city within a city: Today, 80% of our undergrads live on campus, which could explain the 525 student activity groups alone.

The greatest college town in the world: Boston. ’Nuff said.

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