Administrative Assistant

About the Opportunity

SUMMARY:

The Administrative Assistant will provide diversified professional administrative support to the Office of Student Life suite. Fulfill a comprehensive range of administrative and substantive duties to ensure overall efficiency of daily operations in the Senior Vice Chancellor's office and unit. This position supports the operational function of a busy and high-profile office. This requires a professional manner in all communications including but not limited to fielding telephone calls and general support for Student Life, e-mails, written correspondence and in-person contact with faculty, staff, students and parents. The Administrative Assistant will also work closely with the Assistant Dean of Student Programming & Communications to manage, create, and maintain Student Life marketing and social media. Some evening and weekend work may be required.

RESPONSIBILITIES INCLUDE:

• Maintain reception area, department phone lists and office schedules; greeting walk-in visitors and phone reception; provide support and resources to staff. Responsible for the organization and upkeep of the Student Life suite.
• Manage and coordinate a high volume of demands for the Student Life office by prioritizing requests and demonstrating significant independent judgement in identifying and resolving potential conflicts.
• Conduct necessary research to prepare Student Life leadership and team members for key events and meetings.
• Troubleshoots problems, refers complex questions or concerns to the correct individual or department. Provides staff support for various committees/events; scheduling, preparing agendas, meeting minutes/notes and support materials. Organizes and initiates appropriate follow-up. 
• Provide front desk coverage and other duties as needed.
• Use judgement and diplomacy to schedule and prioritize meetings and appointments for the Senior Vice Chancellor and Student Life leadership.
• Ensure that meetings are set up accurately and promptly and issues dealt with in a timely fashion. Follow up with meeting attendees as required.  
• Provide support by attending meetings/events and document the following: meeting notes, attendance list, and work project assignments.
• Mobilizes, tracks and oversees key projects for the Student Life team.
• Provides marketing and social media support.
• Develops, manages, and updates all data in regard to Student Life programming.

MINIMUM QUALIFICATIONS:

• Bachelor's degree and 1-2 years of receptionist experience required.
• Must be detail-oriented, able to perform a variety of tasks, able to work with confidential information and prioritize tasks and demands.
• Ability to work and make decisions independently, to exercise discretion and good judgment in areas of responsibility.
• Proficiency in Microsoft Office Suite—especially Excel, Word, PowerPoint and Outlook—and high level of comfort working with technology are musts.
• This office is extremely busy and requires an individual with proven experiences in handling confidential materials, multi-tasking, and handling sensitive situations in a calm, thoughtful and professional manner.
• Strong proofreading, 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 requirements of this job.

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.

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