Administrative Assistant

Administrative Assistant

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.

Responsibilities:
Front Office Management - greet faculty, students, staff and other guests to the Marine Science Center 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. 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.

Communications and Web Content Management - support the department's communication strategy and needs by developing website content (with COS marketing & communications team), managing department internal sites, department social media accounts, and helping to create other collateral to advance the department's mission. This may include assisting the Chair or other department leaders create regular newsletters, welcome packets, or other announcements.

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.

Qualifications:
Associates degree required. Candidate should have a minimum of two to 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.


Preferred Qualifications:
Bachelor's degree preferred.

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/507689

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