ADMINISTRATIVE COORDINATOR, Wheelock College of Education and Human Development

Boston University Wheelock College of Education & Human Development is a top-ranked college that focuses on cross-disciplinary research, experiential learning, and community engagement. We seek to empower our students, faculty, and staff to reshape the systems that impact learning and human development, more firmly centering them in justice, diversity, and belonging. To learn more about our college, visit www.bu.edu/wheelock.

BU Wheelock is one of the 17 schools and colleges that are part of Boston University, one of the leading private research and teaching institutions in the world today. With more than 37,000 students from all 50 states and 145+ countries, BU is among the largest independent universities in the United States. To learn more about Boston University, visit www.bu.edu.

The Administrative Coordinator provides administrative, financial, and operational support to the department chairs, faculty, and students within the Language & Literacy Education Department and the Counseling Psychology & Applied Human Development Department at BU Wheelock.  The Administrative Coordinator supports departmental operations, manages budgets, and serves as a primary liaison with college and university offices.

The position supervises student employees and coordinates administrative tasks and communication with multiple offices within the College, including Administration & Finance, Marketing & Communications, Faculty Affairs, and IS&T. It also supports college-wide activities, such as Fall Convocation and Spring Commencement.

This is a 35 hour per week full-time position within the UAW L2324 bargaining unit. The position has access to the University’s comprehensive benefits plan. The Administrative Coordinator will maintain a hybrid work modality[SL1] [FK2]  and will have an office on BU’s Charles River Campus.

Position FTE:

100%

Essential Functions:

The duties listed below describe the core responsibilities of the position and the approximate proportion of time devoted to each; this list is illustrative rather than exhaustive and may change as priorities and projects shift.

 Departmental Operations & Administrative Support (30%)

Provide comprehensive administrative and operational support to department leadership and faculty to ensure efficient day-to-day operations.

• Manage department calendars and scheduling.
• Draft correspondence and resolve procedural, workflow, and operational issues.
• Take, post, and maintain meeting minutes.
• Liaise with BU Wheelock Administration & Finance team regarding facilities, operational needs, and requests.
• Manage and order office and faculty supplies.
• Order and coordinate promotional and marketing materials.
• Hire, train, schedule, and supervise work-study students; approve timesheets

Financial Management, Budgeting & Faculty Support (25%)

Support department financial operations, budgeting, faculty workload, and travel processes in compliance with university policies.

• Track and manage department spending; consult with department chairs on budget preparation.
• Collect faculty workload submissions and issue workload letters after approval.
• Maintain records of faculty travel awards and professional development funding.
• Process departmental payments, purchases, and reimbursements using ARIBA, OneCard, disbursements, and SAP Concur.
• Prepare and submit travel reports for faculty, students, guests, and prospective students.
• Book travel and manage reimbursements using BU-approved systems and vendors.
• Post faculty search advertisements and support candidate reimbursements and interview logistics.

Event & Program Coordination (20%)

• Plan and coordinate department, program, and academic events and initiatives, ensuring logistical and operational success.
• Serve as event coordinator for department and program events, including catering, AV, facilities, parking, and supplies.
• Manage RSVPs, room setup, and event logistics.
• Coordinate honoraria and payments for guest speakers and contractors.
• Support college-wide events as assigned.
• Submit interpreter requests for school-wide events involving Deaf Studies faculty.
• Confirm event details and faculty participation.
• Support coordination of the Language Link Lab and student leadership for ASL courses.
• Arrange interview days for PhD students.

Communications, Data Management & Reporting (15%)

Manage departmental communications, data tracking, and information systems to support academic and administrative decision-making.

• Manage department ListServs and routine correspondence.
• Develop, maintain, and update databases related to enrollments, evaluations, hiring, and other department data.
• Support chairs in accessing and interpreting enrollment and program data.
• Ensure accurate and timely internal communications across faculty, students, and staff.

Training, Process Improvement & Other Duties (10%)

Support continuity, knowledge-sharing, and operational improvement across departments and the college.

• Develop and maintain procedural guides and resources for faculty, staff, and students.
• Build expertise in university-wide systems (e.g., SAP, Concur, Ariba, payroll, OneCard.)
• Contribute to special projects, initiatives, and administrative tasks that support the evolving needs of BU Wheelock, including cross-functional collaboration, process improvements, continuous learning and development, and other assignments consistent with the scope and objectives of this role.