Job Details

This ad is expired.

Administrative and Project Assistant
Go to our website »

Position Number: 3749435
Location: Boston, MA
Position Type: Executive Assistants

Administrative and Project Assistant

About the Opportunity

The Dean's Office Administrative and Project Assistant is a key member of the College of Science Dean's Office team. Working closely with other members of the front office team, the Administrative and Project Assistant or APA is responsible for presenting a professional, helpful, and welcoming presence to all faculty, students, staff, and guests to the Dean's Office.

Specifically, the Administrative and Project Assistant will staff the reception desk, oversee student employees to assist with reception duties, order supplies as needed, coordinate the upkeep of the front office, and provide special support to the Associate Deans of the College, particularly for meeting support, events planning, and related College business.

The Administrative and Project Assistant will also coordinate the schedules of several Associate Deans within the College. This position brings motivated, skilled staff to a role that is key in the day-to-day operations of the Office of the Dean.

Qualifications:

Bachelor's degree or equivalent preferred
Candidate should have a minimum of three years of relevant 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.
Proficiency in Microsoft Office products.

The College of Science maintains a strong culture of collaboration amongst our faculty and staff: successful candidates will demonstrate a respect for the work of their colleagues and a focus on achieving our shared goals in a highly collaborative manner.

Front Office Management -

Greet faculty, students, staff and other guests to the main office while also providing them helpful information related to their inquiries and directing them to the appropriate person or place.

Recruit, hire, train, and oversee a team of student employees to assist with reception coverage and other office duties. Proactively develop and delegate tasks for student employees to work on during their time in-office.

Coordinate and manage the physical office space including ordering supplies as needed, placing work orders for cleaning or maintenance issues, overseeing signage and office appearance, and managing the schedules for shared rooms.

40%

Event Planning and Support -

At the request of the Dean or her designee, plan and manage a range of college-level events with a moderate degree of independence. Work to take a high-level request or vision for an event and create a timeline, budget, and execution plan to ensure the event is carried out successfully. Work with vendors and other partners to place orders, confirm deliveries, ensure setup and takedown are properly executed, and any programming is scheduled and supported with AV and other resources. Prepare a basic budget and track expenses against that budget for a given event.

25%

Scheduling and Support for Associate Deans -

On request, schedule meetings and coordinate calendars for the College of Science Associate Deans. Coordinate meeting logistics (scheduling a room, confirming AV equipment, refreshments if appropriate) for Associate Deans or for the Dean in absence of Executive Assistant. Coordinate occasional business travel for Associate Deans or other related projects.

25%

Special Projects -

Supports the Dean's Executive Assistant with special projects, which may include but not limited to:

Scheduling support for the Dean in absence of the Executive Assistant
Office or college event planning including large meetings, celebrations
Updating materials or presentations with the Executive Assistant
Office support tasks for the Dean
Other projects as assigned

10%

Position Type

General Administration

Additional Information

Northeastern University considers factors such as candidate work experience, education and skills when extending an offer.

Northeastern has a comprehensive benefits package for benefit eligible employees. This includes medical, vision, dental, paid time off, tuition assistance, wellness & life, retirement- as well as commuting & transportation. Visit www.northeastern.edu/benefits for more 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-and-Project-Assistant_R111616-1