ADMINISTRATIVE COORDINATOR, HR Faculty Staff Assistance

Administrative Coordinator, HR Faculty Staff Assistance

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 35 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.