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Office Administrator

Cambridge, MA 02138

Posted: 11/22/2023 Employment Type: Contract Job Category: Administrative Job Number: 582150 Country: United States Is job remote?: No

Job Description

Office Administrator
3-month contract
Location: Cambridge, MA


Must Haves:
  • HS Diploma
  • At least 3 years of office/administrative support experience
  • Higher education experience
  • MS Office (proficient)
  • Tech savvy
  • Master's degree
  • Adobe

Job Description:

The Office of Student Services works to connect with students and demonstrate professional and kind behavior, promote a positive office environment, and provide a warm and welcoming place for students to come for assistance.

  • Reports to the Director of Student Services who oversees student resource navigation and support.
  • Functions as the first point of contact for the Office of Student Services 
  • Manages office, greets visitors, communicates with and provides services for a wide range of internal and external contacts through phone calls, office email address, walk-in students, staff, faculty and external vendors.
  • Schedules appointments and gathers sensitive student data.
  • Plans, organizes, and executes all logistics related to events managed by the Office of Student Services including, but not limited to Orientation, Sweet Welcome, Safety Week.
  • Negotiates with vendors, orders material, liaises with partner offices 
  • Welcome event captains, coordinates folder creation, manages the pre-assigned Orientation budget, coordinates the rental of classroom spaces and media technology needs.
  • Creates welcome slides.
  • Creates administrative system to track, plan, run, and debrief event.
  • Serves as primary financial contact for the Office of Student Services; reviews, prepares, and submits invoices for payment, resolves billing discrepancies, maintains and develops vendor relationships. Monitors and reconciles the office and Orientation budgets under Student Services.
  • Maintains financial documents and makes recommendations toward the budget proposal.
  • Responsible for compiling the Orientation budget; gathers invoices, runs report, corrects discrepancies, and reports on trends.
  • Manages the Office of Student Services pages on the GSAS website.
  • Orders and maintains office supplies for Student Services and Residential Life offices, in B-2 at the GSAS Student Center.
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