Program Coordinator, Administrative & Faculty Services (Law) - Suffolk University

 This position is responsible to provide comprehensive administrative support to the Law School’s Administrative and Faculty Support Services Division. Duties include, but are not limited to: managing the travel and reimbursement process for the Law Schools Competition and Trial Teams; coordinating a variety of Law School hosted events and conferences which may involve multi-day programs; maintaining and monitoring related budgets; managing a number of Law School Faculty Committees which includes providing comprehensive administrative support to the Committee Chair(s) and members; serves as primary support for several full time faculty members with program and course-related tasks. This position also works as a member of the Law Support Services team providing assistance with a wide variety of administrative, course-related and general secretarial projects. 

Incumbent will serve as Cost Center Manager (CCM) for Moot Court Competition Teams’ annual budget of approximately $60,000 AND for the National Trial & Advocacy Programs Competition Teams’ annual budget of approximately $60,000.  

Collaborates with Assistant Director of Law Administrative & Faculty Services, Faculty Co-Directors for the Competition Teams, the Director of the National Trial & Appellate Advocacy Program and the Associate Dean of Experiential Learning to develop annual budgets and makes recommendations for budget allocations and spending maximums for each team and/or trip based on the collection of data from team coaches which incumbent will solicit in late Spring annually.  

Wholly manages travel process for faculty, administrators, and students traveling with, and on behalf of, Moot Court, National Trial & Advocacy Program, and other related programs. Involves approximately 50-70 travelers annually. Facilitates team registrations and payments, transportation, hotel/lodging, and other expenses for national and international travelers. Requires incumbent to obtain University Corporate Credit Card to manage program expenses. Incumbent will closely monitor and approve program expenses in Workday Financials system.  

Develops and maintains guides for travelers outlining University, Law School, and Program-based policy and procedures. Communicates such to all travelers and closely monitors team travel to ensure overall compliance. 

Manages the expense and reimbursement process for all program participants, facilitating 

reimbursements for non-employees and supporting faculty and student employees with the 

submission of their expenses in Workday Financials. 

Maintains up-to-date and accurate day-to-day records to report current budget forecasts/spending 

to Administrative and Faculty Directors and/or Associate Dean of Experiential Learning upon 

request.  Will oversee and manage related projects and programs as needed. 

Works closely with Program & Events Coordinator for Law Support Services Department. This may involve assisting with or independently managing Law events as assigned. Work will include, but is not limited to: reserving rooms, arranging food services, media services, and facilities setups/breakdowns; designing event flyers, programs, handouts and other marketing materials; promoting events by posting hard copy or electronic flyers, creating electronic invitations through Constant Contact, Microsoft Forms, Canva and/or similar software; may collect RSVPs, create related spreadsheets, generate name badges and/or speaker tent cards, manage registration/check-in table, etc. Examples of events include: Moot Court/Mock Trial Competitions, Single or Multi-Day Conferences, Panel Discussions, Receptions. Events may occur on or off campus.   

Works closely with University and Law Departments including, but not limited to Facilities 

Management, University Media Services and Catering to ensure maximum quality and service. 

Manages related budgets and facilitates required payments for each event. Some schedule 

adjustment may be required for attendance at off-hours events. 

Requirements/Qualifications: 

• Three to five years of relevant experience in an office setting or a bachelor’s degree is required. Experience in an academic setting is preferred but not required. 

• Strong computer skills including: MS Office (Word, Excel, Outlook and PowerPoint) as well as relational database experience (Suffolk uses Ellucian Colleague). Familiarity with desktop publishing software including MS Publisher is preferred. Must have sufficient comfort level with computers to allow for basic troubleshooting and problem-solving for self, student and/or faculty users. Sufficient facility with computer software to learn the use of Westlaw, Lexis/Nexis for basic research, the Internet for basic research, Campus Cruiser, Blackboard and other campus and/or online course systems to post information and other software/programs. (In-House basic training for some programs, including Westlaw & Lexis/Nexis is available.) 

• Requires excellent time management, written and oral communication, as well as organizational skills. 

• Must be committed to providing the highest level of customer service and responsiveness. 

• Demonstrated experience working in a high volume, deadline-oriented customer focused environment. 

• Proven ability to work independently and as part of a dynamic team. Must be creative and proactive. 

• Must be able to handle difficult situations and confidential material with sensitivity and professionalism. 

• Excellent attention to detail and high standards for quality of work. 

• Ability to understand and work with university policies and procedures including, but not limited to the Family Educational Rights and Protection Act (FERPA). 

• Ability to take initiative where and when appropriate but also the confidence to know when consultation with the faculty member, Director and colleagues is necessary. 

• Knowledge of legal terminology and Blue Book Citation process is preferred. 

• Works standard University business hours 8:45am-4:45pm. On occasion must be available to work evenings and weekends as needed to staff and support Law School events including, but not limited to Commencement, Orientation and others. This position is eligible to participate in Alternative Work Arrangements (remote-work). Remote schedules vary each semester and must be approved by administration. (In general, this position will remote a maximum of 2 days per week during off-peak periods.)