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OPERATIONS AND ADMINISTRATIVE SPECIALIST Global Programs Finance Operations

4 months ago

Boston, United States Boston University Full time

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 Operations, the Operations and Administrative Specialist plays a critical role in supporting the day-to-day Human Resources and Administrative needs of a diverse domestic and international staff of over 400 staff, affiliates and teaching professionals.

Specifically, the Operations and Administrative Specialist will:

Personnel Operations, Domestic: 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 of Global Programs staff from start to finish, including but not limited to partnering with hiring managers during recruitment and onboarding, updating and maintaining job descriptions for posting, updating and curating onboarding packets for new hires, maintaining related internal checklists and records, and working with Global Programs Technology Support on offboarding and deprovisioning of access and resources for departing staff, among others.
  • Maintain 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.

Personnel Operations, Abroad: 25%

  • Establish regular check-in/admin meetings with each of Global Program’s Study Abroad Sites ("Sites”) to support their personnel and administration needs, maintaining site-specific agendas, to-do lists, and notes.
  • Maintain existing Site’s SharePoint folders, including uploading annual performance review documents, curating and reviewing monthly instructor hire request forms, ensuring accurate Site staff contracts record keeping, and confirming access to appropriate SharePoint resources for site staff, among others.

Human Resources, Analytics: 20%

  • Maintain Global Programs’ domestic and international human resources data and records, including but not limited to compensation master lists, Site active and passive staff rosters, personnel files in SAP, shared drives, and SharePoint folders, onboarding and offboarding trackers and checklists, and payroll audit reports, among others.
  • Provide timely and accurate data on human resources actions including active, pending and upcoming searches and their status, and maintaining organizational charts up to date as staffing or structure changes occur, among others.

Administration: 20%

  • Represent Global Programs during monthly HR Liaison meetings and report back on updates, changes, opportunities, etc.
  • Attend monthly meetings with Global Programs HR Business Partner, maintaining running agenda and action items lists, to ensure Global Programs is up to date on HR policies, procedures, and deadlines, and to ensure consistent communication between Global Programs HR needs and central HR.
  • Prepare and present weekly summary of new hires, offboarding, upcoming personnel changes and potential impact during weekly staff meetings.
  • Ensure all HR-related actions are communicated to the appropriate stakeholders in a timely and informative manner to ensure business continuity, coverage and preparation.
  • Proactively troubleshoot access issues with the appropriate offices and ensure consistent and timely communication with all impacted parties.
  • Provide front-desk coverage as needed, often requiring a shift in workstations.

Other: 10%

  • Other tasks as assigned

Required Skills

A cover letter is required for consideration.

  • Bachelor's degree, 3+ 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

_We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor. _

Required Experience

Qualifications:
A cover letter is required for consideration.

  • Bachelor's degree, 3+ 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

_We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor. _