Administrative Officer

Northeastern University

Administrative Officer

Requisition Number: STFR000376

Division/College: Enrollment Management

FT/PT: Full Time

Grade: 10

Position Summary:

Under the supervision of the Vice President for Business Affairs, the Administrative Officer will serve as primary point of contact and gatekeeper for the Vice President and for the Graduate Campus Network.

Manage the Vice President’s calendar, background materials and all travel arrangements as needed for meetings and events. Initiate and coordinate 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 Vice President. Prepare draft materials; reviews, revises and summarizes correspondence for Vice President. Screen and field telephone calls and inquiries, and interact on behalf of the Vice President with other senior administrators, professional staff and external senior and mid level constituents. Handle difficult, sensitive and/or confidential issues/matters, including extensive research as necessary. Develop and maintain files; manage information to and from the Vice President’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. 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 Administrative Officer will also support the graduate campuses Boston-based team and remote campuses. The Administrative Officer will provide personnel, budget and operational support to new regional campuses as they come on-line partnering with Enrollment Management & Student Affairs central staff, Procurement, Legal Counsel, Facilities, the academic Colleges staffs, and Budget amongst other offices and departments. The coordinator will provide a crucial link between the operational staff on our graduate campuses and offices/departments on the Boston campus.

Additionally, the Administrative Officer will serve as part of an administrative support team in the suite, including but not limited to: greeting visitors, providing information and referrals, answering telephones, ascertaining the nature of calls, taking accurate messages, confirming appointments, and routing calls in a professional manner.

Qualifications:

Bachelor’s degree and two to five years of progressively responsible administrative support experience in a fast-paced and service-oriented environment or relative combination of education and experience required. Ability to working in a highly flexible and innovative environment with an expanding role and shifting responsibilities. 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. High degree of proficiency with MS Office products including Word, Excel, Access, Power Point, Outlook and database management. Sophisticated experience with Power Point required.

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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