Admin Operations Manager

Northeastern University

Admin Operations Manager

Requisition Number: STFR000558

Division/College: Enrollment Management

FT/PT: Full Time

Grade: 11

Position Summary:

The Admin Operations Manager will manage the day to day operations of the Seattle site and will serve as the primary point of contact for the staff, students and visitors to the Seattle campus. Provide seamless service to visitors. Greeting, providing information and referrals, answering telephones, and referring calls and visitors to the appropriate staff.

As the first line of contact for visitors. He/she will have a broad knowledge base of the campus operations, courses and programs available thru the center and will serve as the face of the center greeting enrolled and prospective students as well as corporate partners, alumni and visitors of the administrative offices. The Admin Operations Manager will be able to respond and assist visitors on a broad range of issues and will have a strong network of connections on the Boston campuses in the colleges and administrative offices to refer students to after initial assistance.

The Admin Operations Manager will assist prospective and enrolled students in understanding many aspects of the student experience including, but not limited to:

• application and enrollment requirements and deadlines for program offerings;

• identification cards;

• transcripts;

• general financial aid assistance;

The individual in this position will ensure that prospective and current students are successfully transitioned to the appropriate Seattle recruiter college or administrative (Boston-based) staff for additional follow-up, problem resolution or counseling.

In addition to serving as the first line of contact for visitors the special assistant will provide executive support to the Regional dean; managing calendars, travel arrangements, initiating and coordinating all aspects (e.g., facilities, menu selection/catering, audio/visual, conference phone, agenda items, minutes, etc.) of regularly scheduled meetings and special events. Communicate on behalf of Dean. Prepare draft materials; reviews, revises and summarizes correspondence for Dean. Screen and field telephone calls and inquiries, and interact on behalf of the Dean with other senior administrators, faculty, professional staff and external constituents. Develop and maintain files; manage information to and from the Dean’s office (e.g., files, meeting records/notes, correspondence, mail, performance reviews, etc.). Review, follow through, track and ensure deadlines are met. Provide administrative support for various committees; prepare agendas, meeting notes, PowerPoint presentations and reports. Organize and initiate appropriate follow-up and minutes. Reconcile procard statements for the Dean and his/her staff. Maintain appropriate financial records. Prepare and review expense reports. Perform budget processing and reconciliation. Maintain effective liaison and good rapport with the full University community at all levels. Perform additional duties and assist in special projects as needed and requested. The special assistant will also support the Dean’s direct reports as needed.

Under the direction of the Associate Dean of Campus Administration, he/she will assists with the management of the Seattle campus through effective/efficient management of the day-to-day site operations including personnel and financial transactions and serves as the first line of operational decision making for the Seattle site. He/she establishes and directs the administrative operations of the site, and manages business transactions with Boston-based staff. Site operations includes maintaining a safe and effective environment for students, faculty and staff; assisting faculty with classroom set ups and requests and working with building management and vendors to provide an optimal environment for learning and business.

Qualifications:

Bachelor’s degree required, Superior organizational skills with the ability to work independently. Minimum five years of progressively responsible experience providing problem resolution in a senior executive setting. Strong interpersonal and written communication skills (including very strong writing and proofreading skills) required. High degree of diplomacy, customer service and organizational skills required. Demonstrated ability to handle multiple tasks simultaneously, respond to last minute requests, solve problems, act with discretion, adapt to change and maintain professional demeanor at all times. Willingness to be pro-active, take initiative and ownership, build win-win situations. Sound judgment and ability to deal effectively with matters of a highly visible and confidential nature is essential. Must be able to handle sensitive material, maintain highest level of confidentiality, multi-task, set priorities and work independently or as part of a team. Demonstrated proficiency in budget and personnel administration. High degree of proficiency with MS Office products including Word, Excel, Access, Power Point, Outlook and database management. Sophisticated experience with Power Point required.

This position requires a 40 hr standard work week with extended hours periodically required.

All candidates are expected to write a cover letter in application for this position and business writing samples may be asked of finalists.

To be considered for this position please visit our web site and apply on line at the following link: Careers@Northeastern

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.


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