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Administrative Assistant


Apply now Job no: 502692
Position Type: Staff
Location: Boston Main Campus
Categories: Enrollment Management

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 Administrative Assistant provides support to the Assistant Vice President (AVP) and the general Office of Global Services (OGS). The Assistant manages the AVP’s calendar to schedule meetings, conference calls and other appointments as necessary. Additionally, the assistant coordinates travel arrangements.

The Administrative Assistant prepares draft materials, proofreads and edits emails, documents, presentations and reports for use in meetings and appointments. The assistant develops and maintains files; manages information to and from OGS. The Assistant manages the OGS front desk by hiring, supervising, and scheduling student employees. The Assistant reviews, follows through, tracks, and ensures deadlines are met. Additionally, the assistant will conduct research on topics as assigned.

The assistant prepares and reports department budget implementation and expenditures; including reconciliation, invoices, vendor management. The assistant will assist with budget management to include: all bill payments through Direct Pays, Journal Vouchers, Purchase Orders, etc. Monthly budget reconciliation including reconciling credit card statements. Reports to senior leadership on budget status.

Responsibilities:

The assistant serves as a delegate in submitting expense reports for reimbursement and assists in monitoring office expense budget reconciliation according to University and divisional policies. The assistant maintains appropriate financial records, prepares and reviews expense reports and reconciles University credit card statements for the AVP as requested.

The assistant coordinates planning and logistics for meetings and special events organized by the AVP or OGS designated managers, including space reservation and set-up, as necessary in a timely manner. The assistant may function as a liaison between the OGS and other departments and act as a primary contact for addressing inquiries from both internal and external customers and stakeholders.

As part of OGS, the assistant provides important customer service and operational functions including front-line visitor reception on an as needed basis. The assistant maintains effective liaisons and good rapport with the full University community at all levels. The assistant performs additional duties and assists in special projects as needed and assigned.

Qualifications:

Bachelor’s Degree.

Minimum of 3-5 years of progressively responsible experience in a professional or college/university setting. Must be professional, mature and have excellent written and verbal communication skills, strong multi-tasking, organizational and time management skills, customer service focused, and comfortable interfacing with a diverse community. Strong writing, editing, and proofreading skills, attention to detail and follow through skills are essential as well as flexibility, a positive attitude and the ability to work efficiently in a busy environment while handling multiple priorities are additional key requirements of this job. Must exercise judgment and discretion in maintaining and safeguarding the confidentiality of sensitive information. Demonstrated ability to analyze and solve problems and bring tasks and projects to completion. Demonstrated ability to work well with all levels of internal management and staff, students, outside clients and vendors.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Proven ability to learn new technological resources as needed.

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.

Advertised: Eastern Standard Time
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