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Administrative Specialist


Apply now Job no: 501846
Position Type: Staff
Location: Boston Main Campus
Categories: Khoury College of Computer Sciences

About Northeastern:

Founded in 1898, Northeastern is a global research university and a world leader in experiential learning. The same commitment to connecting with the world drives our use-inspired research enterprise. The university offers a comprehensive range of undergraduate and graduate programs leading to degrees through the doctorate in nine colleges and schools. Our campuses in Charlotte, N.C., San Francisco, Seattle, and Toronto are regional platforms for undergraduate and graduate learning and collaborative research. Northeastern pursues advanced research in security and materials at the Innovation Campus in Burlington, Massachusetts, and in coastal sustainability at the Marine Science Center in Nahant, Massachusetts.

About the Opportunity:

The Network Science Institute at Northeastern University is seeking an individual to fill the role of Administrative Specialist. The Administrative Specialist will manage a high-volume calendar for the Institute Director; serve as the first point of contact on behalf of the Director and Executive Director (ED), interface with faculty, Deans, donors, students, postdocs, and staff at all levels; draft correspondence; plan and manage Institute events and conferences; coordinate complex reimbursements, visa applications and budget reconciliations. This is a senior, highly visible executive support position that requires outstanding interpersonal, organizational, and communication skills, as well as a high level of attention to detail. The successful candidate will be highly motivated person who is excited by challenges and being part of a highly engaged team of students and researchers. 

Responsibilities:

Manage day to day operations and office workflow.

Organize, and implement administrative systems to manage operations of the Institute.

Organize events and meetings; correspond with Institute faculty and visitors to coordinate schedules, manage all logistics, including for example, NEU facilities, building managers, and outside vendors.

Proactively prepare the Director and Executive Director for VIP meetings, business trips, and speaking engagements by doing background research, creating comprehensive itineraries, and preparing for on-site meetings.

Ensure office spaces are maintained; making sure shared printer area, kitchen, meeting rooms and classrooms are supplied and clean.

Identify problems or inconsistencies in task distribution; develop new standard operating procedures for administrative staff, when needed.

Independently communicate on behalf of the Director & Executive Director, understanding the appropriate professional tone in different settings; with the ability to draft correspondence to internal and external contacts.

Create letters of support, invitations, and announcements, as needed; assist with proofreading for proposals and reports.

Manage administrative tasks and logistics to manage financial transactions, event/ meeting correspondences, follow-up with Dir and ED to ensure timely responses.

Maintain website, update bios, publications, and create other announcements, as necessary.

Support institute reports, by collecting information from faculty on awards, publications, etc.

Manage calendars for Director and Exec Dir, coordinate travel when needed, demonstrate sound judgment in prioritizing requests for the Director’s time and communicating scheduling decisions in a professional, diplomatic way.

Make purchases, monitor and reconcile Institute expenses; independently handle problems or inconsistencies when they arise, prepare monthly reports to summarize expenditures.

Work with Institute’s Senior Grants Manager to help monitor financial record-keeping for grants, reimbursements, payroll, and expenses.

About the Institute. The Network Science Institute at Northeastern University (NetSI) aims to be one of the world’s leading multi-disciplinary research communities supporting innovative research and training in the growing field of network science. The Institute is a multi-disciplinary community that brings together researchers and doctoral students who are joined by a common goal to understand behaviors of complex systems by building models of the structure and dynamics of their connections. The Institute has the only PhD program in Network Science in the U.S., providing foundational training in network-based approaches, languages, and problems. With support from six academic units, Colleges of Science, Health Sciences, Information & Computer Science, Arts Media & Design, Business, and Social Science & Humanities, the Institute truly reflects Northeastern University’s broad vision of learning and research without boundaries. Our innovative research and education initiatives, along with collaborative community and educational strategies are motivated by a desire to inspire and contribute to a growing community dedicated to fundamentally changing the way society understands and interacts with our networked world. 

Qualifications:

Bachelor’s degree and a minimum of four years of full-time administrative experience. This position requires an energetic and resourceful individual with excellent communication skills, both in person and in writing. The person in this role must be able to communicate effectively both in person and in writing, and should be comfortable interacting with a demanding customer base including faculty, senior administrators, and high-profile outside contacts. Experience in an academic or other scientific research environments is preferred. The ability to effectively handle diverse tasks and responsibilities and create effective administrative processes and systems to manage operational environment is critical. To be successful in this role, the candidate should be comfortable taking on leadership roles, being proactive and problem solving, and enjoy working in a collaborative environment.


Preferred Qualifications:

 

 

Salary Grade:

10

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.

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