Job Details

Administrative Coordinator

About the Opportunity

Summary

The CAMD Administrative Coordinator is responsible for developing effective systems for managing the Associate Deans' and Assistant Deans' administrative and operational needs and for providing planning and oversight for the entire CAMD Dean's Office.

The Administrative Coordinator is responsible for the overall efficiency of daily operations in the Dean's Office, including meeting logistics, contact and department coverage lists, college email and assisting with Dean's Office communications. They will coordinate with IT in resolving technical/computer/phone issues and coordinate the use of Dean's Office conference rooms and manage office supplies and equipment, as well as overall office maintenance (ordering, repairs, clean-up of all common areas in office which could require collaboration with facilities department. They will provide administrative back-up support to Dean in the absence of Executive Assistant in coordination with the Special Assistant and Project Manager. They will be responsible for ensuring front desk coverage by work-study students.

The Administrative Coordinator will support the college's Associate and Assistant Deans by scheduling meetings, generating documents and putting together reports. They will manage projects assigned by Associate and Assistant Deans by researching, planning, organizing, and managing timelines around specific goals. They will assist Associate and Assistant Deans with Concur and expense reconciliations. They will also assist with communication drafts and provide high level documentation preparation (e.g. spreadsheets, PowerPoint presentations, and templates).

The Administrative Coordinator will support CAMD curriculum management by taking an active role in the CAMD Academic Affairs Committee. They will coordinate meetings and memberships, take meeting notes, assemble agendas in consultation with Ads, and disseminate meeting materials. They will also coordinate Weekly Curriculum Review Meetings, review new submissions for completeness and correctness, prepare the weekly agenda, and take meeting notes and collect action items. The Administrative Coordinator will also support the Associate Dean of Faculty Affairs and provide administrative support for the Tenure and Promotion process.

The Administrative Coordinator will oversee all aspects of the Dean's Office events including space reservations, menu selections, publicizing events via methods such as social media and posters, managing all necessary AV needs, Risk Management, University Counsel, and various vendors. Person will work alongside the Marketing Coordinator and Events Specialist on larger college events, such as, CAMD graduation and VIP events. Some evening and weekend hours will be required.

This Administrative Coordinator will have the responsibility of hiring and training staff of work-study students. This includes the recruitment and hiring process, training, and supervision to serve as the central communication resource for the office by providing customer service to NU community and the public. This includes welcoming and assisting visitors, fielding incoming calls, sending messages and/or answering questions, and addressing any immediate concerns and problems. The candidate must possess excellent verbal and written communication skills and do so professionally and effectively. Manage relations with key constituents and communicate with the Dean, Department Heads and other Dean's Office staff to delegate and/or follow-through on responsibilities as appropriate.

The administrative coordinator will report to the CAMD Special Assistant and Project Manager.

Qualifications

Bachelor's degree required; masters preferred. Minimum of 3-5 years of experience required, preferably in higher education or an executive setting. Individual must have strong organizational, communication (both verbal and written), managerial and interpersonal skills. Must have project management ability, the ability to independently prioritize and manage tasks and demands along with excellent attention to detail. Must have excellent computer skills and be proficient with Microsoft Office applications such as Word, Excel and PowerPoint.

Key Responsibilities & Accountabilities

Office Management (25%)

• Responsible for the overall efficiency of daily operations in the Dean's Office, including meeting logistics, contact and department coverage lists, college email and assisting with Dean's Office communications.
• Responsible for coordinating with IT in resolving technical/computer/phone issues and coordinate the use of Dean's Office conference rooms.
• Responsible for managing maintaining office supplies and equipment, as well as overall office maintenance (ordering, repairs, clean-up of all common areas in office which could require collaboration with facilities department.
• Provide administrative back-up support to Dean in the absence of Executive Assistant in coordination with the Special Assistant and Project Manager..
• Will be responsible for ensuring front desk coverage by work-study students.

Administrative Support (25%)

• Provide direct support to the Associate and Assistant Deans, including scheduling meetings, generating documents and putting together reports.
• Manage projects assigned by Associate and Assistant Deans by researching, planning, organizing, and managing timelines around specific goals.
• Assist Associate and Assistant Deans with Concur and expense reconciliations
• Provide high level documentation preparation (e.g. spreadsheets, PowerPoint presentations, and templates)
• Assist with communication drafts.

Curriculum Management (25%)

• Coordinate the CAMD Academic Affairs Committee: schedule meetings and memberships, take meeting notes, assemble agendas in consultation with Ads, and disseminate meeting materials.
• Coordinate Weekly Curriculum Review Meetings, review new submissions for completeness and correctness, prepare the weekly agenda, and take meeting notes and collect action items

Event Coordination (15%)

• Oversee all aspects of the Dean's Office events including space reservations, menu selections, publicizing events via methods such as social media and posters, managing all necessary AV needs, Risk Management, University Counsel, and various vendors.
• Person will work alongside the Marketing Coordinator and Events Specialist on larger college events, such as, CAMD graduation and VIP events.
• Some evening and weekend hours will be required.

Supervision (10%)

• Hire and train 3 to 5 work study students (Interview and hire, manage schedules, payroll, assign work, etc.)

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_R118097







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