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Special Assistant & Project Manager


Apply now Job no: 507302
Position Type: Staff
Location: Boston Main Campus
Categories: Finance

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.

About the Opportunity:

Responsible for developing effective systems for managing the administrative needs of the VP for Administration and Financial Planning, as well as the AVP for Financial Planning, Strategy, and Analytics. Expected to demonstrate planning and oversight to ensure that the VP and AVP’s time is effectively allocated, and information is sufficiently presented to advance the priorities of the VP and the University. Provide a comprehensive range of duties to ensure overall efficiency of daily operations and special projects for the VP and their teams. The candidate must be able to communicate professionally and effectively on behalf of the VP. Manages relations with key constituents and communicates with VPs, AVPs, and other staff to delegate and/or follow-through on tasks as appropriate. This position requires that the Special Assistant & Project Manager have the flexibility to work before and after regular hours, from time to time, depending on the needs of the VP. This position is on a small, collaborative team with high expectations for performance.

Responsibilities:

 Manage the VP & AVP’s Activities and Calendar: Provides administrative support, including maintaining organized filing and database systems. Manages calendars and coordinates high-level meetings. Manages high volume of demands on the leaders’ time by prioritizing requests while demonstrating significant independent judgment in identifying and resolving potential conflicts. Communicates with internal and external constituencies on behalf of leadership. Reviews, revises, and summarizes correspondences and briefs for leaders.

Project Coordination, Communication: Independently advances and monitors progress on the VP’s administrative initiatives and identifies, assigns and tracks specific assignments. Communicates with internal and external constituencies regarding calendar-related, policy and procedural matters. Drafts correspondence on behalf of the VP for a wide array of audiences. Creates and/or modifies accurate and attractive PowerPoint presentations and Excel files for the VP. Mobilizes, tracks, and oversees key projects within the VP’s Office. Conducts research and prepares reports, presentations and other documents in anticipation of leadership's information needs.

Time Tracking Delegation: Review and approve weekly timesheets of VP’s direct reports, as well as paid time off requests. Coordinate with support staff of VP’s direct reports to collaboratively document upcoming time off plans in a way that is easily accessible for the VP.

Support Financial Management: Prepare financial transactions for the VP’s approval (reimbursements, purchase cards) to ensure that they have been properly completed and are in compliance with university policies. As directed, prepare requisitions and prepare and submit documentation for payment of invoices.

Travel Coordination: Make travel arrangements, prepare itineraries and event information. Conduct necessary research to prepare VP for events or meetings. Process and track travel reimbursements; reconcile ProCard.

Office Management: Provide administrative oversight and operational supervision for offices within the VPs portfolio as requested by the VP.

Qualifications:

Bachelor’s degree preferred; master’s degree a plus. Minimum of 4-6 years of related experience, preferably in an executive setting. Applicant must be a self-motivated worker who can anticipate problems and demonstrate significant independent judgment. Strong communication, interpersonal, and influencing skills, as well as organizational awareness. Must have excellent computer skills including Microsoft Office (Word, Excel, PowerPoint, Teams, and Outlook). Must be capable of exercising discretion and sensitively handling a high level of confidential information. Must have project management ability, the ability to independently prioritize tasks and demands, and excellent attention to detail; high level of attention to accuracy and completeness required. Superior skills balancing individual and collaborative responsibilities in a fast-paced and dynamic environment. Individual must be extremely flexible, adaptable, patient when needed, and capable of establishing priorities and timelines.


Preferred Qualifications:

 

 

Salary Grade:

 11

Additional Information:

A criminal background check is required for this position.

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 Daylight Time
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