Administrative Assistant - OGS

Administrative Assistant - OGS

About Northeastern:

Founded in 1898, Northeastern is a global research university and the recognized leader in experience-driven lifelong learning. Our world-renowned experiential approach empowers our students, faculty, alumni, and partners to create impact far beyond the confines of discipline, degree, and campus.

Our locations—in Boston; Charlotte, North Carolina; London; Portland, Maine; San Francisco; Seattle; Silicon Valley; Toronto; Vancouver; and the Massachusetts communities of Burlington and Nahant—are nodes in our growing global university system. Through this network, we expand opportunities for flexible, student-centered learning and collaborative, solutions-focused research.

Northeastern's comprehensive array of undergraduate and graduate programs— in a variety of on-campus and online formats—lead to degrees through the doctorate in nine colleges and schools. Among these, we offer more than 195 multi-discipline majors and degrees designed to prepare students for purposeful lives and careers.

About the Opportunity:

Reporting directly to the Associate Vice President for EM and Dean for the Office of Global Services, the Administrative Assistant position is responsible for providing a wide variety of administrative support, office management, project and portfolio support while being responsible for managing all administrative needs to ensure that time is effectively allocated for the Associate VP of EM and the Dean for the Office of Global Services. The AA will proactively gather information/materials needed to advance the priorities of the office.

The AA manages the calendars for the AVP to schedule meetings, conference calls and other appointments as necessary. The AA prepares draft materials, proofreads and edits emails, documents, presentations and reports for use in meetings and appointments, participates in the meetings as required to record minutes and initiate follow-ups, reviews, follows through, tracks and ensures deadlines are met. The AA develops and maintains files; manages information to and from the Dean's office. Additionally, the AA will conduct research on topics as assigned. The AA coordinates planning and logistics for meetings and special events organized by the Dean or OGS Leadership, including space reservation, catering, and set-up, as necessary in a timely manner. The AA may function as a liaison between the AVP's office and other departments and act as a primary contact for addressing inquiries from both internal and external customers and stakeholders.

The AA prepares and reports department budget, revenue and expenditures; including but not limited to reconciliation of office invoices, vendor management, budget management and all bill payments through Direct Pays, Journal Vouchers or Purchase Orders..

Responsibilities:

The AA will be responsible for monthly budget reconciliation including reconciling P & L for the department and credit card statements while providing a summary of the budget. The AA serves as a delegate for the finance, budget, contract and human resource functions including maintenance of appropriate financial records/reports, approval of contracts, preparation and submission of expense reports for reimbursement, verifying the reimbursements submitted for accuracy and completion as per University and divisional policies. The AA may also support expense-related questions from office staff, escalating as necessary

Additionally, the AA provides support and coordinates travel arrangements as needed to the AVP, OGS Leadership Team and responsible for the general office management functions including maintenance of the office area, student conference space, kitchen, inventory management of office supplies, on-boarding process for new staff by supplying keys, office supplies, business cards and office credit cards as necessary and maintains access-related records for security including a record of keys and security system codes. As part of EM and OGS, the AA provides important customer service and operational functions including front-line visitor reception on an as needed basis. The AA maintains effective liaisons and good rapport with the full University community at all levels. The AA performs additional duties and assists in special projects as needed and assigned

Qualifications:

Minimum Qualifications
The following competencies are integral to the successful performance as the Administrative Assistant:

• Bachelor's degree in Business Administration, Management or related field required
  
• Minimum of 3-5 years of progressively responsible experience in a professional or college/university setting with experience in providing administrative support, executive assistance/support, office management and finance/budget management.
  
• Must be professional, mature and have excellent written and verbal communication skills, strong multi-tasking, organizational and time management skills, customer service focused and comfort interfacing with a diverse community.
  
• Strong writing, editing, and proofreading skills, attention to detail and follow through skills are essential as well as flexibility, a positive attitude and the ability to work efficiently in a busy environment.
  
• The AA must demonstrate an excellence in managing multiple priorities with strong organizational skills and attention to detail while setting priorities among many competing tasks and projects.
  
• Must exercise judgment and discretion in maintaining and safeguarding the confidentiality of sensitive information.
  
• Must be able to operate in a changing, complex environment and maintains values and culture while embracing the new.
  
• Demonstrate ability to analyze and solve problems and bring tasks and projects to completion.
  
• Must be customer oriented and demonstrate ability to work well with all levels of internal management and staff, outside clients and vendors.
  
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams and SharePoint). Proven ability to learn new technological resources as needed.
  
• Proficient in Concur Expense Reporting system.
  
  Preferred Qualifications
  
• Experience with Global/International Office, working with multiple time zones a plus.
  
• Global travel management experience a plus
  
• Reflects Northeastern University's values & management practices in style and personal actions
  
• Must be confident in self and gives the best and seeks the best from others.
  
• Ability to share information across functions in the organization and transfer best practices and learnings whenever possible.
  
• Ability to proactively listen and communicate the needs to reach objectives and goals of all parties.
  
  Salary Grade:
  
  51
  
  Additional Information:
  
  Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff. Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion.
  
  All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.
  
  To learn more about Northeastern University's commitment and support of diversity and inclusion, please see www.northeastern.edu/diversity.
  
  
  To apply, visit https://careers.pageuppeople.com/879/cw/en-us/job/505703
  
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