Administrative Specialist

About the Opportunity

Position Summary:         
The Interdisciplinary Science and Engineering Complex at Boston MA (ISEC) and the new building (EXP) is seeking an Administrative Specialist. This position will manage the provision of diverse professional administrative support for ISEC and EXP faculty, various Colleges, and the Provost's office. The Administrative Specialist, reporting to the Assistant Vice Provost - ISEC & EXP Operations, will facilitate buildings operations of and events within ISEC and EXP. The position is responsible for conference room/shared space management, event coordination, budget management and communications to faculty and high-level staff. 

The staff will oversee the following processes: hiring and supervising work/study students; collecting, managing and reporting relevant data, maintaining and creating administrative procedures with the Assistant Vice Provost. The Administrative specialist will create budget projections, manage the monthly reconciliation of accounts, and prepare requisitions. The staff will also oversee purchasing, process billing, travel organization, travel reimbursement, personnel time tracking, and maintenance of records of purchase and payment. The position will assist with receiving incoming mail and building / labs supplies. The position will be responsible for the appropriate handling of special packages as needed, communicating with the researchers (i.e., materials that require refrigeration upon delivery.) This position will handle confidential information and work closely with event organizers and departments across campus to ensure excellent execution of events in ISEC and EXP.

Qualifications:    
Bachelor's degree or higher with excellent verbal and written communication skills required. 3-5 years University level experience preferred; strong interpersonal skills. Proactive, take initiative and ownership, high degree of diplomacy, customer service and organizational skills required with a demonstrated ability to handle multiple tasks simultaneously. 1-2 years Budget experience preferred. Must be able to handle sensitive materials, maintain highest level of confidentiality, set priorities, make decision, and work independently or as part of a team. High degree of proficiency with Microsoft Office products including Word, Excel, Power Point, Outlook and database management. Punctuality, flexibility, and reliability are of the utmost importance. Must be able to communicate professionally and effectively with people at all levels of the organization as well as with external constituents. Must be organized and detail oriented. Experience with budget projections preferred. Northeastern University is an Equal Opportunity, Affirmative Action Educational Institution and Employer, Title IX University. Northeastern University particularly welcomes applications from minorities, women and persons with disabilities. Northeastern University is an E-Verify Employer.
Job Duties:
30% 
Budget | Handle budget for event revenue | Prepare drafts of budget projections, manage the monthly reconciliation of accounts, and prepare requisitions. | Oversee purchasing, process billing, travel organization, travel reimbursement, and maintenance of records of purchase and payment. | Provide the Assistant Vice Provost with a monthly report of purchases. | Ensure that there are adequate funds available for the purchases and that the items are allowable expenses. 

30% 
Event Coordination | Plan and coordinate multiple events monthly for high-level staff and high-profile visits (i.e. President's Office, Provost Office, Office of Advancement, Foreign dignitaries, Guest Speakers) | Mange the EXP 8thfloor event space reservation | Work closely with organizers, Facilities, and Registrar's Office to ensure smooth execution of events | Handle sensitive & confidential information pertaining to events | Creating communications to send out to faculty/high level staff (i.e. Provost Office, Advancement, VP, President office).

30% 
Manage ISEC and EXP shared spaces | Create and oversee administrative procedures in ISEC and EXP (i.e. mail handling, conference room management, communications to faculty) | First point of contact for ISEC and EXP faculty, President's Office, Provost Office, Office of Advancement | Calendar management: Prioritizing high-volume of requests and demonstrating significant independent judgment in identifying and resolving potential conflicts | Ensure that common areas, classrooms, conference rooms, and research equipment are functional and in order, submitting work requests as needed | Collecting, managing and reporting data for Assistant Vice Provost | Providing back up for Assistant Vice Provost | Performing other duties and responsibilities as assigned.

10% 
Providing back up for the Building Operations assistant as needed | Works with mail services, NU transportation and researchers to ensure delivery of all packages and lab supplies in timely manner| Responsible for the appropriate handling of sensitive packages received by communicating with the researchers (materials that require refrigeration upon delivery.)  | Receives and sorts the packages (chemicals and biological materials) and notify the individual labs |Assist the vendors to access the building and escort them as needed| Receives lab related deliveries such as gas tanks and equipment | Performing other duties and responsibilities as assigned.

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 .