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Job: Administrative Associate at Showa Boston

Administrative Associate at Showa Boston

Job Description

Background

Showa Boston Institute of Language and Culture is a residential academic institution for about 300 students established by Showa Women’s University in Tokyo in 1988. Its mission is to increase students’ English proficiency, to develop their cross-cultural awareness, and to foster their personal growth. The 40-acre campus rests on a hilltop overlooking the Boston skyline. At the heart of the campus are administrative offices, residences, and a dining hall, and educational facilities. 

Position Summary

The Administrative Associate will provide support for the Director and other members of the Student Services team, keep data for the department, and will assist in many activities both on and off-campus.


Specific Responsibilities

  1. Assist in the design and implementation of programs, services, optional trips, and workshops.

  2. Update and distribute documents for the department and campus, such as orientation schedules, program calendars, and wing lists.

  3. Attend Student Services events both on and off-campus.

  4. Chaperon student trips including overnight/weekends, such as the Niagara Falls weekend.

  5. Assist with campus activities, including festivals, events, and workshops.

  6. Coordinate, conceptualize and design various promotions for departmental programs: including bulletin boards, flyers, and signs.

  7. Serve as point of contact for students needing help from Student Services, directing them to appropriate staff members as needed.

  8. Support departmental staff during periods of peak workload.

  9. Assist with student arrival and departure periods, including airport pick-ups/drop-offs, and orientation.

  10. Work with Assistant Director to produce student flight information for arrivals and departures.

  11. Help monitor student compliance with departmental and campus procedures and guidelines.

  12. Oversee Showa’s recreational/sports/exercise equipment and rooms. 

  13. Work with Program Services Manager to create and maintain student travel database, producing reports for key administrators on campus.

  14. Assist Director on special projects.

  15. Import and update the institutional student database for each program. Generate wing lists, keys, and other documents within the department and on campus.

  16. Assist Director in monitoring the department’s financial transactions, reconcile monthly reports from Business Office, and assist in developing and tracking departmental budget.

  17. Assist Facilities staff to identify and resolve student concerns about their rooms/wings.

  18. Complete daily student mail distribution.

  19. Manage Cultural Immersion Program for students, working with outside groups to create opportunities for students in the Boston area.

  20. Gather departmental information to produce monthly report to President.

  21. Process administrative forms for catering, IT and Facility requests, etc.

  22. Coordinate group ticket purchases for Boston-area events.

  23. Oversee weekly student seminar, including room and IT set up, attendance, agenda creation.

  24. Complete regular key audits for student rooms, and complete key preparation prior to group arrivals.

  25. Attend weekly departmental meetings, and other meetings as required.

  26. Meet with supervisor for project management and priority setting, and with other departmental staff as needed.

  27. Serve as part of Front Desk, Student Services on-call, and department late shift coverage rotation.

  28. Perform other duties as assigned by the Director or Assistant Director.

  29. Work a flexible schedule, including occasional nights, weekends, and holidays.

SKILLS

  1. Working knowledge of relevant software, including MS Office (Word, Excel & PowerPoint) and InDesign or other design software (preferred)

  2. Basic financial record keeping and budgetary skills 

  3. Experience maintaining and organizing sensitive information

  4. Experience with calendar/scheduling software

Requirements

  1. Bachelor’s degree

  2. Prior programming and administrative experience

  3. Experience in Student Services within a residential, university campus preferred

  4. International living or study abroad experience, a plus

To Apply

For more information, visit www.showaboston.org/employment.html. Please send cover letter and resume to HR [at] showaboston [dot] edu.

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