Administrative and Project Assistant

About the Opportunity

SUMMARY

The Dean’s Office Administrative and Project Assistant (APA) is a key member of the College of Science Dean’s Office team. Working closely with the Director of Operations & Space Planning as well as the Dean’s Office Administrative Coordinator, the APA is responsible for presenting a professional, helpful, and welcoming presence to all faculty, students, staff, and guests to the Dean’s Office.

Specifically, the Administrative and Project Assistant will staff the reception desk, oversee student employees to assist with reception duties, order supplies as needed, coordinate the upkeep of the front office, and provide special support to the Associate Deans of the College, particularly for meeting support, events planning, and related College business.

The Administrative and Project Assistant will also coordinate the schedules of several Associate Deans within 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.

QUALIFICATIONS

• Bachelor’s degree or equivalent preferred.

• A minimum of three years of relevant professional experience in an academic or business environment.

• Candidate must demonstrate strong organizational, communication, and time management skills.

• Successful candidates will also demonstrate an ability to assist and work with faculty, students, staff, and other guests in an academic or similar environment.

• Proven success working both independently and as a member of a team in a fast-paced and diverse environment is essential.

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

Front Office Management  -

Greet faculty, students, staff, and other guests in the main office while also providing helpful information related to their inquiries and directing them to the appropriate person or place.

Recruit, hire, train, and oversee a team of student employees to assist with reception coverage and other office duties. Proactively develop and delegate tasks for student employees to work on during their time in-office.

Coordinate and manage the physical office space including ordering supplies as needed, placing work orders for cleaning or maintenance issues, overseeing signage and office appearance, and managing the schedules for shared rooms.

Event Planning and Support -

At the request of the Dean or her designee, plan and manage a range of college-level events with a moderate degree of independence. Work to take a high-level request or vision for an event and create a timeline, budget, and execution plan to ensure the event is carried out successfully. Work with vendors and other partners to place orders, confirm deliveries, ensure setup and takedown are properly executed, and any programming is scheduled and supported with AV and other resources. Prepare a basic budget and track expenses against that budget for a given event.

Scheduling and Support for Associate Deans –

On request, schedule meetings and coordinate calendars for the College of Science Associate Deans. Coordinate meeting logistics (scheduling a room, confirming AV equipment, refreshments if appropriate) for Associate Deans or for the Dean in absence of the Administrative Coordinator. Coordinate occasional business travel for Associate Deans or other related projects.

Special Projects –

Supports Administrative Coordinator for the Office of the Dean with special projects, which may include but are not limited to:

• Scheduling support for the Dean in absence of the Administrative Coordinator

• Office or college event planning including large meetings, celebrations

• Updating materials or presentations with the Administrative Coordinator

• Office support tasks for the Dean

• Other projects 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