Administrative Assistant

Aug 22, 2017
Institution Type
Four-Year Institution

Northeastern University

Administrative Assistant

Requisition Number: STFR003964

Division/College: Enrollment Management

Location: Boston Main Campus

Full-time/Part-time: Full Time


Under the supervision of the Dean of Student Financial Services, the Administrative Assistant provides support to the Dean, the Student Financial Services (SFS) management team and the SFS unit. The Assistant is responsible for managing all administrative needs to ensure that the Dean's time is effectively allocated and that the Dean has the information/materials needed to advance the priorities of the unit.
The Assistant serves as the primary point of contact and gatekeeper for the Dean. The Assistant manages the calendars, background materials and all travel arrangements as needed for meetings and events. The Assistant initiates and coordinates all aspects (e.g., facilities, menu selection/catering, audio/visual, conference phone, agenda items, minutes, etc.) of regularly scheduled meetings and special events. The Assistant schedules other meetings and events as necessary and coordinates logistics among multiple parties in a timely manner. The Assistant screens and fields telephone calls and inquiries, and interacts on behalf of the Dean with other senior administrators, faculty, professional staff and external constituents. The Assistant greets and directs visitors and handles difficult, sensitive and/or confidential issues/matters, including extensive research as necessary.

The Assistant manages correspondence; prepares draft materials; develops and maintain files; manages information to and from the Dean's office (e.g., files, meeting records/notes, correspondence, mail, performance reviews, etc.). The Assistant reviews, follows through, tracks and ensures deadlines are met. The Assistant provides administrative support for various committees; prepares agendas, meeting notes, PowerPoint presentations and reports. The Assistant organizes and initiates appropriate follow-up and minutes.

The Assistant reconciles University credit card statements for the Dean and other SFS leaders as requested. The Assistant maintains appropriate financial records, prepares and reviews expense reports and performs budget processing and reconciliation according to University and divisional policies.

The Assistant works as part of the overall Enrollment Management (EM) administrative support team. As part of the team, the Assistant will support EM initiatives/projects, special events and will provide support for leaders across the division when requested.

As part of the SFS unit, the Assistant provides important customer service and operational functions including front-line visitor reception, phone coverage, and responding to financial aid and student account status-related inquiries by prospective and current students and families.

The Administrative Assistant orders and maintains supplies and equipment, manages vendors and service providers, and works with Facilities and other University offices to maintain space and telephone equipment.

The Assistant maintains effective liaisons and good rapport with the full University community at all levels. The Assistant performs additional duties and assists in special projects as needed and requested.


High School Diploma and 2 years of college or Associates Degree required. Proficient in the Microsoft program suite including, Word, Excel, Access and PowerPoint. Minimum of 3-5 years of progressively responsible administrative support experience in a professional or college/university setting.

Must be professional, mature and have excellent written and verbal communication skills, strong multi-tasking and time management skills, customer service focused and comfort interfacing with a diverse community.

Strong 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.

Additional Information:

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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