Administrative Coordinator, Office of the Dean

About the Opportunity

SUMMARY

The Administrative Coordinator for the Office of the Dean, College of Science, is an essential position for supporting the Dean and the day-to-day operations of their office.

Working with a significant degree of independence, the Administrative Coordinator is responsible for providing efficient, effective, and thoughtful administrative support to the Dean and to select Associate Deans - as well as overseeing the front office, assisting with event planning, tracking office supply and event budgets, and special projects as assigned. Administrative support to the Dean includes schedule management, event planning, and other related projects as assigned.

The Administrative Coordinator will work under the supervision of the Director of Space Planning & Operations, as part of a closely-knit team that oversees and supports the on-campus operations of 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.

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.

RESPONSIBILITIES

Administrative Support to the Dean

• Serve as primary contact for Dean for external and internal contacts. Exercise discretion and strong judgement in responding to requests.
  
• Oversee the Dean's calendar: keeping all appointments and items clear and organized, making adjustments to meet Dean's preferences, proactively finding and resolving issues.
  
• Organize meetings or events on behalf of the Dean: gathers idea or other information from the Dean or others then proactively organizes meeting or event which will reflect well on the College of Science
  
• Provide other advanced administrative support which may include preparing correspondence, invitations, office updates, staff gifts, expense reporting etc.
  

Event Planning and Support

• With minimal supervision, and when directed by the Dean or other appropriate College Leadership, plan and execute key events on behalf of the College.
  
• Working with the Administrative and Project Assistant for the Dean's Office, envision then oversee all necessary logistics: scheduling, invitations, space reservations, booking AV support, securing food, coordinating program with the Dean, preparing helpful itineraries and briefings as needed.
  
• It is expected that event planning will be done collaboratively with the Administrative and Project Assistant (sharing responsibilities)
  

Special Projects for the Dean

• With minimal supervision - coordinate special initiatives as directed by the Dean. These may include faculty and staff award programs, employee outreach, coordinating new committees, drafting agendas and project schedules etc.
  
• Manage ongoing projects and report to the Dean, including tracking outstanding or missing items, identifying and escalating issues as appropriate, troubleshooting issues or referring to the correct individual.
  

Administrative Support and Oversight

• Provide basic scheduling support for up to three Associate Deans - coordinating complex or large meetings on their behalf as directed.
  
• Assist with other basic administrative tasks in support of the same Associate Deans (reserving event space, ordering basic supplies or events food, ordering AV support, assisting with data compilation projects).
  
• Administrative support for Associate Deans will be shared with the Administrative and Project Assistant (who may have additional Associate Deans assigned)
  
• Working with the Administrative and Project Assistant (APA), as well as other key Dean's Office staff, help ensure the Dean's Office is well-equipped and professionally presented for faculty, staff, students, and guests.
  
• Provide administrative oversight of the APA, delegating tasks, communicating goals, expectations, and deadlines to ensure effective operation of the office.
  
• Coordinate and make or delegate purchases, track expenses, and reconcile against office supply and events budget.
  
• Serve as a leader across the Dean's Office operations team, providing guidance, mentorship, and feedback to support performance objectives.
  
  

Other Duties as Assigned

• Other duties as assigned within the general breadth and scope of this position.
  

QUALIFICATIONS

• Knowledge and skills typically acquired through the completion of an Associate's Degree or equivalent experience required
  
• A minimum of three years professional work experience in nonprofits, education, or related field required.
  
• Candidate must demonstrate strong organizational, communication, and time management skills.
  
• Successful candidates will also demonstrate an ability to assist and work with academic leadership, faculty, students, and staff successfully.
  
• Proven success working both independently and as a member of a team in a fast-paced and diverse environment is essential.
  

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 https://hr.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-Coordinator--Office-of-the-Dean_R125132







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