Administrative Coordinator, Suffolk Entrepreneurship & Educational Development Collaborative (SEED) Program at Suffolk University in Boston, MA

Job description

Reporting to the SEED Program Director, the SEED Administrative Coordinator will support the SEED Program Director and LLC and Pre-SEED Director by actively managing the administrative functions associated with a variety of activities and function as the SEED liaison with Suffolk’s administrative resources. These activities include supporting the student recruitment process, client on-boarding, client contract and NDA administration, student on-boarding, preparing the weekly SEED schedule, communicating with Clinic Directors, students, SEED Partners, and clients as directed, and coordination of SEED presentations and events. This role demands a well-organized assertive administrator who is effective working in a fast-past multi-dimensional environment and is a strong communicator. The Administrative Coordinator keeps the files and records required by the SEED program and University. SEED is a new and innovative program. The SEED Administrative Coordinator is expected to be flexible in taking on new responsibilities as required. Key Responsibilities: Student Administration: Coordinate the SEED student recruitment and enrollment process for each semester the program is run including creating a calendar of recruitment enrollment deadlines, and interview process and deadlines. Work with student admissions and operations to set up and communicate to faculty interviewing process. Maintain and update student program enrollment records from recruitment and throughout the semester, including clinic assignment, team assignment, and updated contact information. Ensure all students requiring NDAs (non-disclosure agreements) have signed and on file and any other SEED Program required documentation. Prepare and send student communications as directed to assist with activities such as student recruitment, onboarding, and events, and presentation scheduling. Client Administration: Maintain and update client and partner lists and contact information for recruitment of clients, on-boarding, and setting up client meetings as required. Assist with the client on-boarding process including sending an onboarding package, collecting client contracts, and other required client information. Coordinate client meeting schedule for key activities including initial client intake meetings, final presentations, scheduling feedback meetings post semester, and client-involved events. Program Administration: Prepare and coordinate SEED schedules as required by the LLC, Pre-SEED, and SEED including the weekly session schedule, presentation schedules, speaker schedule, and other session event schedules as required. Attend weekly SEED Clinic Director meetings and any regularly scheduled LLC or PreSEED meetings prepared to discuss weekly schedule and keep faculty informed of current and upcoming events and activities. Work with the SEED team to curate professional events and recruit LLC mentors Set-up and maintain digital folders and files for SEED Program records including client contracts, NDA (non-disclosure agreements), SOWs (statements of work), presentations, and other records as required. Coordinate with Suffolk IT and set up shared folders for use by SEED faculty and students each semester or as required and any other system access needs. Monitor the SEED email box and ensure inquiries are being directed to the appropriate staff. Provide on-site support for SEED sessions as required. Technology and Data Coordination: Work with Suffolk IT and other required areas to set up the SEED File Sharing Protocol each semester for both students and clients data sharing and storage. Coordinate use of other applications by faculty and staff such as HandShake to support the interviewing process and Docusign to support client contract and NDA process. Communicate the process to students, faculty, and clients as required. Manage data room (shared information) as required to ensure all confidential information is safely saved and accessible during the semester and disposed