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.
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.
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
· 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
- Boston University, Global Programs
- Job Posting Expires On