ADMINISTRATIVE COORDINATOR, HR Faculty Staff Assistance
About this role
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
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Coordinate daily office operations, including scheduling, calendar management, communications, client documentation, and administrative workflows that support FSAO services.
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Coordinate client intake and appointment scheduling by conducting initial screenings, gathering and documenting relevant information, and facilitating a smooth, confidential, and client-centered experience.
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Maintain confidential client and program records in compliance with HIPAA and university policies, ensuring accurate documentation, secure data management, and adherence to privacy standards.
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Order office and program supplies and maintain vendor relationships to support efficient operations.
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Monitor departmental expenses and assist with budget tracking and financial recordkeeping.
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Process purchasing and reimbursements using university systems, including ARIBA, SAP Concur, and OneCard.
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Track program utilization and maintain internal databases and reporting systems.
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Assist the Director in preparing statistical reports and program documentation.
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Serve as the primary liaison to Information Services & Technology (IS&T) to coordinate technology needs and ensure FSAO systems remain operational.
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Utilize AI and other technology tools to improve administrative workflows and operational efficiency.
Client Services & Crisis Triage
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Serve as the first point of contact for individuals seeking FSAO services, providing a welcoming, inclusive, and confidential experience.
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Facilitate access to FSAO services and appropriate campus resources.
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Respond to crisis calls from employees and campus departments by gathering information, triaging concerns, and coordinating with the appropriate clinical staff and university partners.
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Collaborate with campus partners, including BUPD, Human Resources, and the Occupational Health Center, to support timely responses to crisis situations.
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Coordinate communication among FSAO staff, university departments, and external providers while maintaining confidentiality and professionalism.
Program Planning & Outreach
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Support the planning and execution of workshops, training programs, presentations, and other campus initiatives by coordinating logistics and collaborating with internal stakeholders.
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Assist in developing and publishing promotional materials, social media content, flyers, and educational resources.
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Represent FSAO at wellness fairs, resource fairs, and other campus events.
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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.
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Maintain FSAO's internal resource database to ensure clinicians have access to current referral information.
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Track program utilization and assist the Director in preparing quarterly and annual reports for university leadership.
Other
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Perform other related duties as assigned.
Company at a glance
For seventy years, Boston University College of General Studies has been a leader in general education—a small liberal arts college providing a world-class general education in the heart of a large research university. The educational practices CGS pioneered and refined—interdisciplinary learning, the Capstone project, the use of e-Portfolios for rigorous assessment, and an emphasis on general education—have since been adopted as best practices in the field of higher education.
Today, CGS continues its legacy of interdisciplinary teaching and learning. Its two-year program fulfills most of the University’s BU Hub general education requirements, inspiring students to make connections among disciplines and to connect their knowledge to real-world problems. It continues to offer a rigorous and comprehensive liberal arts foundation while guiding students on a unique pathway through BU, teaching them how to apply broad learning, how to think critically and creatively, and how to communicate effectively. With its unique first-year experience—a spring semester start date followed by a summer semester in London or New England—CGS offers the only program at Boston University where study abroad is integrated into the first year of college.
Our faculty and leadership pioneer best practices in interdisciplinary and general education around the globe. And our alumni continue to change the world in every industry and profession they choose—from entertainment to education to business to the medical fields.
We love to stay connected with our alumni, parents, and friends! Follow us here on LinkedIn, join BU Connects (https://buconnects.com/), or share your updates with us via a Class Note (https://www.bu.edu/cgs/alumni/class-notes/).
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