Website Boston College
The Service Center Representative provides a prompt, efficient and professional response to walk-in, telephone, and e-mail requests received from School of Theology and Ministry (STM) student, faculty and staff in a diverse set of areas including course registration, grant management, and fiscal and operational processing.
This position reports to the Associate Dean, Finance & Administration.
Responsible for a variety of inquiries received from STM personnel in all ancillary support areas. These include hospitality (reception / desk coverage), fiscal management, back-office operations, event management, student worker oversight, and grant management. Additionally, the incumbent receives the necessary cross-training to allow him/her to handle other areas supported by the Service Center. This position works closely with the Associate Dean, Finance & Administration, Fiscal & Administrative Specialist, and Assistant Director, Academic & Student Services.
List the essential functions of the role beginning with the most important and give percentage of time for each to total 100% taking into consideration the full work cycle (i.e., daily, weekly, annually, or irregular intervals). Note: An “essential function” is defined as a major responsibility that is critical to the role and is one of the key purposes for the establishment of the role.
Provides general fiscal and administrative support to STM administration and faculty.
Processes Accounts Payable expense reports and vouchers and professional independent contractor employment paperwork and vendor payments.
Processes wire transfers.
Coordinates internal communications around budget tracking and financial deadlines.
Serves as P-Card administrator for the school and manages monthly P-card Reconciliation process.
Service Center (35%)
General office work within STM Service Center, including greeting guests, responding to inquiries, and providing assistance to STM faculty, staff, students, as well as campus partners and the wider public
In collaboration with the Associate Dean Finance & Administration, works with team of graduate assistants on day-to-day operations and manages projects for which they are responsible.
Coordinates room reservation process for Simboli Hall with Event Management and Student Services.
Processes room reservation requests and approvals through the Event Management online reservation system.
Manages internal Google calendars for Simboli Hall classrooms, conference rooms, and spiritual direction rooms.
Approves student hours in Kronos.
Processes Chapel Reservation requests through the Office of Campus Ministry online reservation system.
Arranges logistics for special events, including reviewing Event Checklists with organizers and ensuring completion of necessary requirements; communicating with Event Management, the Office of Transportation and Parking, and BCPD; and coordinating travel arrangements for guest speakers.
Administers the student conference funding process, coordinating conference opportunities, applications, committee approvals, and requests for reimbursement.
Serves as liaison to Office of Residential Life Summer Housing Office to coordinate housing for STM Summer students.
Responsible for inventory and ordering of office supplies.
Works on special STM projects, events, and conferences as assigned by the Associate Dean, Finance & Administration.
Grant Support (25%):
●In collaboration with Associate Dean, Finance & Administration and in consultation with faculty members and departments, assist with post-award administration of sponsored research projects.
●Maintain database of grant applications submitted by and awarded to faculty.
●Prepare reports on grant expenditures and other related research activity for the dean, Provost, and FVP area as needed.
●Review and monitor budgets and coordinate budget checking and revisions, if necessary, with OSP.
●Work with PIs throughout the life of the funded research project on issues pertaining to compliance and reporting.
●Communicate compliance policies to faculty and staff.
●Participate in on-going technical and professional development training and education programs.
●Develop collaborative relationship with grant administrators in other divisions/areas/institutions.
●Review, approve, and process all expenditures and cost transfers.
●Submit requests for re-budgets with proper justifications and approvals.
●Provide budget projections and financial options to PI’s as requested.
●Assist with the review, approval, and processing of all grant related payroll transactions and vouchers and assist with Time and Effort Reports.
●Submit and monitor subcontracts.
●Ensure faculty are complying with all OSP regulations and requirements.
●Interpret regulations and apply to situations encountered in daily interactions with departments and principal investigators.
●Submit requests for changes such as project period dates, PI, etc.
●Support grant closeout process.
●Participate in monthly OSP trainings.
Serves as part of STM administrative team, participating in regular meetings and the overall life of the school.
To apply for this job email your details to firstname.lastname@example.org