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Administrative Assistant

Apply now Job no: 502580
Work type: Staff
Location: Boston Main Campus
Categories: College of Social Sciences and Humanities

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 Department of Political Science is seeking an innovative and energetic Administrative Assistant to manage the front office of a large department, work closely with the Chair and the undergraduate program director to manage curriculum planning, course scheduling and special projects, and facilitate all activities related to the undergraduate programs of the Department, including student organizations, award administration, course feedback, and communications. In addition, the successful candidate will manage events, teaching evaluations, website updates, databases, help to manage student workers, distribute departmental meeting minutes and other communications, maintain department phone and email lists and office schedules, provide faculty support and serve as liaison to the building management for maintenance and work orders. The Administrative Assistant reports to the Department Chair, with a dotted-line report to the Administrative Officer. The Administrative Assistant will also work closely with the other staff and faculty administrators in the department, including the graduate program administrator and graduate program director to provide assistance as needed. The Administrative Assistant is the face of the Department and an important member of the Department's administrative team.

Responsibilities:

Coordinate all event planning for the department, including admissions, orientation, and student organization events (15%).

Coordinate communications activities, including emails to all faculty and updates to the department website as well as scheduling for the Chair (15%).

Front Office Management – the Administrative Assistant (AA) staffs the front desk during all office hours, which are 8:30-5. The AA is responsible for ensuring that the front desk is covered by a student worker or other staff member when the AA is taking a lunch break or is away from the desk for any reason. The AA greets all visitors, staff, students, and faculty and answers any inquiries. The AA orders all office supplies and catering. The AA ensures that departmental space is kept tidy, and serves as the liaison for Facilities and the building management company. Keeps all departmental records including email lists and minutes for meetings. The AA hires and manages workstudy students each semester and oversees their work (30%).

Manage special projects for Chair – as needed the Chair will assign special projects to the AA. This individual will also manage the Chair’s calendar and provide administrative support as needed (10%).

Provide support for undergraduate and graduate programs – with a primary focus on the undergraduate program, the AA will manage curriculum planning, course scheduling and special projects, and facilitate all activities related to the undergraduate programs of the Department, including student organizations, award administration, course feedback, and communications (30%).

Qualifications:

Must be able to multi-task and work independently to manage responsibilities. Good computer skills with database and web experience preferred. Proficiency with Word and Excel. Good working knowledge of academic setting desirable but not required. Ability to work independently, under deadline pressure, and on a variety of tasks at once. Good interpersonal skills are essential.


Preferred Qualifications:

Bachelor’s degree preferred. Three or more years of experience in a responsible administrative or customer service position 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.

Advertised: Eastern Standard Time
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