Service Center Representative

Founded in 1863, Boston College is a Jesuit, Catholic university located six miles from downtown Boston with an enrollment of 9,484 full-time undergraduates and 5,250 graduate and professional students.  Ranked 35 among national universities, Boston College has 888 full-time and 1,281 FTE faculty, 2,711 non-faculty employees, an operating budget of $1.4 billion, and an endowment in excess of $3.5 billion.

Job Description

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.

Scope
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.

Essential Functions
Fiscal (35%)
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.

Other (5%)
Serves as part of STM administrative team, participating in regular meetings and the overall life of the school.

Exceptional Work Schedule Demands
Some evening or weekend work may be required.

Hiring Range: $22.69/hr to $28.35/hr. Pay rate commensurate with relevant experience.

Requirements

Must be able to multi-task, prioritize the workload, and demonstrate flexibility and teamwork within a customer-oriented environment.
Must be able to exercise initiative to provide resolution of each request.
Must be able to work independently and prioritize work as constantly changing demands prescribe.
Researches a variety of administrative/financial issues and recommends solutions.
Proactively informs the Associate Dean of budget issues.
Must be comfortable managing others (students) and operating in a matrixed environment in which demands from multiple constituents must be balanced.

An extremely keen attention to detail.
A high level of professionalism, discretion, and confidentiality is necessary.

Minimum Qualifications

University Core Competencies
These are the skills, knowledge, and abilities that reflect the mission and values of the institution and are critical to successful individual performance and organizational success. A baseline level of proficiency in each of the following competencies is required to perform the essential functions of any job role in the organization.

Teamwork, Customer Focus, Continuous Learning, Decision Making/Problem Solving, Communication, Applying Technology, Valuing Diversity, Big Picture Perspective, Openness to Change, Productivity, People Development.

Functional and Technical Competencies
Must have clear and concise verbal and written skills and the ability to effectively communicate.
Ability to listen to gain an understanding of each customer’s issue.
Computer skills, including strong MS Office skills (Word, Excel) as well as specific technical packages as required.
Willingness and ability to learn new software programs and technologies quickly (such as design and web content tools).
Strong communication and organizational skills.
Cooperative team player who works well independently and with others in a team-oriented, fast-paced environment.

Education/Training and Certification, Licensure, Registration Requirements
Bachelor’s Degree preferred. A degree in business or finance is a plus.
Background in theology and/or ministry preferred.

Experience
1-2 years of fiscal and/or administrative experience is preferred.
Demonstrated functional experience in MS Office (particularly Excel).
Must have an understanding of or demonstrated aptitude for budgetary and financial concepts, especially in higher education.
PeopleSoft Financials experience preferred.
Strong customer service focus.

Closing Statement

Boston College offers a broad and competitive range of benefits depending on your job classification eligibility:

• Tuition remission for Employees
• Tuition remission for Spouses and Children who meet eligibility requirements
• Generous Medical, Dental, and Vision Insurance
• Low-Cost Life Insurance
• Eligibility for both University-Funded 401k and Employer-Sponsored 403b Retirement Plans
• Paid Holidays Annually
• Generous Sick and Vacation Pay
• Additional benefits can be found on https://www.bc.edu/employeehandbook

Boston College conducts pre-employment background checks as part of the hiring process.

Boston College is an affirmative action, equal opportunity employer. In concert with our Jesuit, Catholic mission, Boston College is dedicated to the goal of building a culturally diverse and pluralistic faculty and staff committed to teaching and working in a multicultural environment and strongly encourages applications for women, minorities, individuals with disabilities, and covered veterans. To learn more about how BC supports diversity and inclusion throughout the university please visit the Office for Institutional Diversity at https://www.bc.edu/diversity .

Boston College's Notice of Nondiscrimination can be viewed at https://www.bc.edu/nondiscrimination .