SENIOR PROGRAM ADMINISTRATOR, Office of the Provost, Diversity & Inclusion - Boston University

The Senior Program Administrator reports to the Associate Provost for Community and Inclusion (APCI) in the Office of the Provost at Boston University. The APCI leads the Community & Inclusion (C&I) department, which implements two strategic priorities under the BU2030 Strategic Plan: Community, Big Yet Small and Diversity, Equity & Inclusion. The C&I department includes approximately 20 staff members across five units: BU Diversity & Inclusion, the Newbury Center (supporting first-generation students), the LGBTQIA+ Center for Faculty & Staff, the BU Arts Initiative, and Organizational Development & Learning. The C&I department also manages the Belonging & Culture Survey Initiative.

The Senior Program Administrator role is in Boston and offers the opportunity for remote work flexibility according to Boston University's remote work policies (available on the Human Resources website). The Senior Program Administrator provides administrative support for (1) the APCI and (2) the leaders of each of the five units within C&I. The leaders of each of the five units in C&I include the Faculty Director of the Newbury Center, the Executive Director of the Newbury Center, the Director of the LGBTQIA+ Center for Faculty and Staff, the Director of BU Diversity & Inclusion, the Director of the BU Arts Initiative, and the Assistant Vice President of Talent Development of Organizational Development & Learning. Support for the APCI includes assistance in managing the APCI's calendar scheduling, project tracking, meeting logistics, front-line communications, receipt reimbursement submissions, and information organization. The Senior Program Administrator manages ongoing meetings of crucial groups and initiatives under the APCI's leadership, including all-department C&I meetings and the Belonging & Culture Survey Initiative. Supporting the work of the five units includes working on projects as assigned by the leader of each unit, coordinating and collaborating with the staff of each unit, supporting events and communications, and submitting receipts for reimbursement according to the University policies. The Senior Program Administrator also facilitates collaboration and communication among the five units within C&I (approximately 20+ team members) and supports the work of the five units in their outreach efforts to the constituencies they serve in the BU campus community.

Duties currently include the following, although duties and projects may be added or removed at any time:

• Assistant to the APCI: assistance in managing the APCI's calendar scheduling, project tracking, meeting logistics, front-line communications, request intake and tracking, receipt reimbursement submissions, and information organization.
• Assistant to leaders of C&I units: project tracking, meeting logistics, request intake and tracking, receipt reimbursement submissions, and information organization.
• Office Management:
  • Managing the office and physical space of the APCI in the Provosts Office, including ordering supplies, booking space, record-keeping, budgetary tracking, expense/reimbursement processing, and other office management as needed.
  • Serving as the first point of contact (phone/email/website) for the APCI email address, phone, and web forms.
  • Maintaining and responding to listservs, email addresses, and general queries from internal and external constituents.
  • Managing, tracking, and responding to requests submitted through web forms, such as the ServiceNow submission ticketing system.
  • Supervising graduate assistants (GAs) who work in the C&I team, including timekeeping for payroll purposes.
• The Belonging & Culture Survey: assisting the survey co-chairs and communications team with managing the working group communications and logistics for survey administration, communications, marketing, and relations with the external survey consulting firm.
• Campus-wide Inclusion Partnerships: coordinate meetings and collaborations with deans and other academic unit leaders regarding community-building and increasing inclusion in their schools and colleges.
• Financial Administration: providing logistical support for the application process and financial aspects of the grantmaking process that the C&I team engages in every year to support inclusive programming across the campus community.
• Data Collection and Analysis: collecting information from leaders of the five C&I units regarding recent accomplishments, events, initiatives, and progress toward goals under the BU2030 Strategic Plan.
• Other projects, as assigned by the APCI and the leaders of the five C&I units (listed above).

A cover letter is required for consideration.

• Bachelor's Degree required.
• 2-4 years of experience.
• Ability to work collaboratively, inclusively, and successfully with individuals and groups from various identities, cultures, and backgrounds.
• Ability to deal effectively and diplomatically with various constituencies at various job levels within the university.
• Administrative skills and experience, including organization, neatness, and calendar management.
• Exceptional prioritization and time management skills, including managing multiple tasks simultaneously, utilizing time and resources efficiently, and establishing priorities while appropriately allocating resources across the team and office.
• Basic computer skills, including Microsoft Office 365, Google Docs, etc.
• Excellent oral, written, and interpersonal communication skills.
• Ability to handle highly confidential information with appropriate discretion and sensitivity.
• Must be committed to providing the highest level of service and responsiveness.
• Demonstrated experience working in a high-volume, deadline-oriented environment.
• Proven ability to work independently and as part of a team.
• Demonstrated capability of implementation and execution for crucial projects and assignments.
• Anticipate the C&I teams needs and agility in switching contexts and roles to provide support as the teams needs change.
• Resourcefulness in finding appropriate solutions to problems and initiative in presenting alternatives and implementing solutions to ensure effective change.
• Motivated, entrepreneurial spirit and comfort working in a fluid environment where the needs and priorities may quickly shift.
• Ability to undertake work with a keen sense of purpose, humor, curiosity, and calmness while juggling complex projects.
• Previous professional experience and/or a genuine commitment to diversity, equity, and inclusion initiatives and an intersectional approach to supporting community-building work.

Preferred Qualifications

• Prior project management experience.
• Exceptional project and process management ability.
• Budget management and grant reporting skills.
• General knowledge of diversity and inclusion program development, implementation, and training.
• Advanced computer skills, including WordPress, Teams, Eventbrite, etc.
• Ability to anticipate problems and take necessary action to eliminate or mitigate potential adverse effects.
• Ability to conduct research, synthesize and analyze data and other information, and produce written reports.

Key characteristics of the successful candidate will include time management, task prioritization, deadline planning, organizational skills, detail orientation, adaptability, courteousness, and strong writing skills. In addition, the Senior Program Administrator must be able to handle confidential, sensitive, or need-to-know information with discretion and professionalism. The APCI will direct the Senior Program Administrator regarding allocating time and reprioritizing projects as needed, given the considerable number of simultaneous projects across multiple units and stakeholders, similar to a paralegal role. The ability to quickly pivot and adapt to change with a positive outlook and attitude is crucial to success in the Senior Program Administrator role. In addition, previous professional experience and/or a genuine commitment to diversity, equity, and inclusion initiatives and an intersectional approach to supporting community-building work are essential.