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Administrative Specialist

Employer
Northeastern University
Location
Massachusetts, United States
Salary
Salary Not specified
Posted Date
Oct 12, 2022

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Position Type
Executive, Other Executive
Employment Level
Administrative
Employment Type
Full Time
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Administrative Specialist

About the Opportunity

Position Summary:

The Interdisciplinary Science and Engineering Complex at Boston MA (ISEC) is seeking an Administrative Specialist. This position will manage the provision of diverse professional administrative support for 80 + faculty, various Colleges, and the Provost's office. The Administrative Specialist-ISEC, reporting to the Director of Operations, will facilitate building operations of and events within ISEC. The position is responsible for conference room/shared space management, event coordination, budget management and communications to faculty and high-level staff. The staff will oversee the following processes: hiring and supervising work/study students; collecting, managing and reporting relevant data, maintaining and creating administrative procedures with the Director. The Administrative specialist will create budget projections, manage the monthly reconciliation of accounts, and prepare requisitions. The staff will also oversee purchasing, process billing, travel organization, travel reimbursement, personnel time tracking, and maintenance of records of purchase and payment. The position will be responsible for the appropriate handling of special packages, communicating with the researchers (i.e., materials that require refrigeration upon delivery.) This position will handle confidential information and work closely with event organizers and departments across campus to ensure excellent execution of events in ISEC.

Qualifications:

Bachelor's degree or higher with excellent verbal and written communication skills required. 3-5 years University level experience preferred; strong interpersonal skills. Proactive, take initiative and ownership, high degree of diplomacy, customer service and organizational skills required with a demonstrated ability to handle multiple tasks simultaneously. 1-2 years Budget experience preferred. Must be able to handle sensitive materials, maintain highest level of confidentiality, set priorities, make decision, and work independently or as part of a team. High degree of proficiency with Microsoft Office products including Word, Excel, Power Point, Outlook and database management. Punctuality, flexibility, and reliability are of the utmost importance. Must be able to communicate professionally and effectively with people at all levels of the organization as well as with external constituents. Must be organized and detail oriented. Experience with budget projections preferred. Northeastern University is an Equal Opportunity, Affirmative Action Educational Institution and Employer, Title IX University. Northeastern University particularly welcomes applications from minorities, women and persons with disabilities. Northeastern University is an E-Verify Employer.

Job Duties:

35%
Budget | Handle budget for event revenue (40-50 events annually) | Prepare drafts of budget projections, manage the monthly reconciliation of accounts, and prepare requisitions. | Oversee purchasing, process billing, travel organization, travel reimbursement, and maintenance of records of purchase and payment. | Provide the Director with a monthly report of purchases. | Ensure that there are adequate funds available for the purchases and that the items are allowable expenses.

35%
Event Coordination | Plan and coordinate 4 events monthly for high-level staff and high-profile visits (i.e. President's Office, Provost Office, Office of Advancement, Foreign dignitaries, Guest Speakers) | Work closely with organizers, Facilities, and Registrar's Office to ensure smooth execution of events | Handle sensitive & confidential information pertaining to events | Creating communications to send out to faculty/high level staff (i.e. Provost Office, Advancement, VP, President office).

30%
Manage ISEC shared spaces | Create and oversee administrative procedures in ISEC (i.e. mail handling, conference room management, communications to faculty) | Responsible for the appropriate handling of sensitive packages received by communicating with the researchers (materials that require refrigeration upon delivery.) | First point of contact for 80 + faculty, President's Office, Provost Office, Office of Advancement | Calendar management: Prioritizing high-volume of requests and demonstrating significant independent judgment in identifying and resolving potential conflicts | Ensure that common areas, classrooms, conference rooms, and research equipment are functional and in order, submitting work requests as needed | Collecting, managing and reporting data for Director | Providing back up for Director.

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 www.northeastern.edu/diversity.


To apply, visit https://northeastern.wd1.myworkdayjobs.com/en-US/careers/job/Boston-MA-Main-Campus/Administrative-Specialist_R104780



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