ADMINISTRATIVE COORDINATOR, HR Faculty Staff Assistance

ADMINISTRATIVE COORDINATOR, HR Faculty Staff Assistance

Job Description
ADMINISTRATIVE
COORDINATOR, HR Faculty Staff Assistance

Category
Charles River Campus –> Professional
Job Location
BOSTON, MA, United States
Tracking Code
26501018080619
Posted Date
6/26/2026
Salary Grade
Grade
47
Expected Hiring Range Minimum
$62,600.00
Expected Hiring Range Maximum
$81,200.00

The salary of the
finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets,
qualifications, experience, education, licenses, specialty, training and internal pay comparison. The above hiring range represents the
University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position
Type
Full-Time/Regular

The Administrative Coordinator supports the daily operations of the Faculty & Staff Assistance Office
(FSAO), Boston University’s Employee Assistance Program (EAP), helping ensure faculty, staff, and their families have timely access to
confidential mental health and wellness resources. Serving as a key administrative partner, this role coordinates office operations, client
intake, and program logistics while supporting the delivery of high-quality, compassionate services. The Administrative Coordinator also
maintains confidential records in compliance with HIPAA, coordinates departmental purchasing and budget-related activities, supports
outreach and educational initiatives, and contributes to the efficient, professional operation of the office.

This position is ideal
for someone who enjoys combining strong administrative and organizational skills with meaningful, mission-driven work that supports the
health and well-being of the Boston University community.

Office Operations

• Coordinate daily office
  operations, including scheduling, calendar management, communications, client documentation, and administrative workflows that support FSAO
  services.

• Coordinate client intake and appointment scheduling by conducting initial screenings, gathering and documenting
  relevant information, and facilitating a smooth, confidential, and client-centered experience.

• Maintain confidential
  client and program records in compliance with HIPAA and university policies, ensuring accurate documentation, secure data management, and
  adherence to privacy standards.

• Order office and program supplies and maintain vendor relationships to support efficient
  operations.

• Monitor departmental expenses and assist with budget tracking and financial recordkeeping.

• Process purchasing and reimbursements using university systems, including ARIBA, SAP Concur, and OneCard.

• Track
  program utilization and maintain internal databases and reporting systems.

• Assist the Director in preparing statistical
  reports and program documentation.

• Serve as the primary liaison to Information Services & Technology (IS&T) to coordinate
  technology needs and ensure FSAO systems remain operational.

• Utilize AI and other technology tools to improve
  administrative workflows and operational efficiency.

Client Services & Crisis Triage

• Serve as the first
  point of contact for individuals seeking FSAO services, providing a welcoming, inclusive, and confidential experience.

• Facilitate access to FSAO services and appropriate campus resources.

• Respond to crisis calls from employees and
  campus departments by gathering information, triaging concerns, and coordinating with the appropriate clinical staff and university
  partners.

• Collaborate with campus partners, including BUPD, Human Resources, and the Occupational Health Center, to
  support timely responses to crisis situations.

• Coordinate communication among FSAO staff, university departments, and
  external providers while maintaining confidentiality and professionalism.

Program Planning & Outreach

• Support the planning and execution of workshops, training programs, presentations, and other campus initiatives by
  coordinating logistics and collaborating with internal stakeholders.

• Assist in developing and publishing promotional
  materials, social media content, flyers, and educational resources.

• Represent FSAO at wellness fairs, resource fairs, and
  other campus events.

• Maintain and update website content and program resources to ensure information remains accurate,
  accessible, inclusive, and current.

Resource Research & Database Management

• Research community resources
  and behavioral health providers, including mental health, legal, financial, eldercare, and housing services.

• Maintain
  FSAO’s internal resource database to ensure clinicians have access to current referral information.

• Track program
  utilization and assist the Director in preparing quarterly and annual reports for university leadership.

Other

• Perform other related duties as assigned.

Required Skills

• Bachelor’s degree and 3-5 years of
  relevant professional experience.

• Demonstrated ability to exercise sound judgment and make timely decisions,
  particularly when supporting individuals in crisis situations.

• Strong interpersonal skills with the ability to build
  effective working relationships across diverse populations.

• Excellent organizational, analytical, and problem-solving
  skills, with the ability to manage multiple priorities and work independently.

• Excellent written and verbal communication
  skills.

• High level of discretion and demonstrated ability to manage sensitive and confidential information.

• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Teams.

• Experience using technology to
  support administrative operations, including the ability to learn new systems, leverage AI tools, and collaborate with IT to maintain
  technology resources.

Preferred:

• Experience in higher education, healthcare, behavioral health, or an
  Employee Assistance Program.

• Experience with database and scheduling systems.

• Experience using financial
  or procurement systems, such as SAP Concur and ARIBA.

We are an equal opportunity employer, and all qualified applicants will
receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin,
physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related
condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor.

Required
Skills

Job Location: BOSTON, MA
Position Type: Full-Time/Regular
Salary Grade:
$62,600.00-$81,200.00

To apply, visit https://jobs.silkroad.com/BU/External/jobs/316944

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