Department Assistant

Northeastern University
Massachusetts, United States
Salary Not specified
Posted Date
Aug 12, 2022

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Position Type
Faculty Positions, Business & Management, Accounting & Finance
Employment Level
Employment Type
Full Time

Department Assistant

About the Opportunity


The Department Assistant is a key member of the Department of Marine & Environmental Sciences team. There are two openings for this position, one at Northeastern's Boston campus and one at the Marine Science Center in Nahant. Working closely with the Chair, Department Business Manager, other faculty leaders, and academic support staff, the Department Assistant oversees the presence of the department: both on-campus and virtually. A critical member of the team, the Department Assistant ensures that faculty, students, staff, and guests alike are connected with the right information and equipped with the basic resources to continue their active roles of research, teaching, learning, and administration.

The Department Assistant will be charged with overseeing student employees, managing department space effectively, and given opportunities to demonstrate their organizational and project skills on a day-to-day basis. This position brings motivated, skilled staff to a role that is key in the day-to-day operations of the department.


  • Front Office Management - greet faculty, students, staff and other guests to the main Boston-campus office while also providing them helpful information related to their inquiries and directing them to the appropriate person or place. Provide general support to the Chair and/or Associate Chair on projects as needed. Hire, manage and oversee student employees for the front office, and ensure basic office supplies and related materials are ordered, stocked and the office maintained.
  • Faculty and Visitor Administrative Support - assist department faculty by training them on use of appropriate university systems (example: train faculty to prepare expense reports in Concur). Make logistical travel arrangements for designated department-guests (speakers, presenters) on behalf of the Chair. Arrange for payment, honorarium, and/or reimbursements directly on behalf of guests or students (i.e. those without direct access to Concur) for authorized expenses. Act as the main point of contact for main campus faculty about Northeastern University resources, administrative support, key contacts, and enterprise systems. Communicate important information to faculty, including a list of important dates at the beginning of the semester.
  • Space, Technology, and Scheduling Management - oversee centralized schedules for all department shared spaces including conference rooms, part-time faculty offices, and hoteling offices. Assist Chair and other department faculty with coordination of schedules for office hours or similar key department business. Assist faculty with the scheduling of academic spaces managed by the department such as graduate seminar rooms or teaching labs. Maintain data on utilization of graduate seminar rooms, teaching labs, and related spaces. Work with Department Chair on the assignment of offices within department. Coordinate with facilities on necessary repairs or other maintenance issues. Work with COS and university offices as appropriate to renovate department spaces. Coordinate the use, repair, replacement and disposal (as needed) of department assets such as conferencing technology or other shared equipment. Keep centralized inventory of all shared department equipment. Assign keys and/or card swipe access as appropriate to department faculty, staff, or students. Keep clear inventory of access granted and keys signed out. Update department distribution lists, and support department personnel website updates.
  • Events Planning - support the department's events by assisting with the planning and logistics of events such as the PHD student defenses, weekly seminar series, orientations and department graduation celebrations as well as annual special lectures. Make logistical arrangements such as contracting with vendors, scheduling of activities, setting up and breaking down event.
  • Special Projects As Assigned - support department leadership with special projects related to the academic administration of the department, including but not limited to collecting data, administering surveys, updating key department directories, and providing general project support to the undergraduate and graduate curriculum teams in the department.


Bachelor's degree required in a related field. Candidate should have a minimum of three years of relevant professional experience in an academic or business environment. Candidate must demonstrate strong organizational, communication, and time management skills. Successful candidates will also demonstrate an ability to assist and work with faculty, students, staff, and other guests in an academic or similar environment. Proven success working both independently and as a member of a team in a fast-paced and diverse environment is essential.

Please specify your preferred location in your cover letter.

Position Type

General Administration

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

To apply, visit jeid-97939151add0fd4c99219bba6815de3a

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