About Northeastern: Founded in 1898, Northeastern is a global research university and a world leader in experiential learning. The same commitment to connecting with the world drives our use-inspired research enterprise. The university offers a comprehensive range of undergraduate and graduate programs leading to degrees through the doctorate in nine colleges and schools. Our campuses in Charlotte, N.C., San Francisco, Seattle, and Toronto are regional platforms for undergraduate and graduate learning and collaborative research. Northeastern pursues advanced research in security and materials at the Innovation Campus in Burlington, Massachusetts, and in coastal sustainability at the Marine Science Center in Nahant, Massachusetts.
About the Opportunity: The Division of Information Technology Services (ITS) is currently seeking a talented individual to fill the role of Administrative Officer.
The Administrative Officer provides high-level functions and support to multiple AVP's and ITS staff by executing a variety of time-sensitive and complex responsibilities. The Administrative Officer will serve as a lead on the team in planning, coordination and implementation of team activities developing effective systems that align the administrative support team with ITS organizational needs. S/he must be extremely proactive in foreseeing and taking action on high-level administrative needs and must provide outstanding customer service. This position requires a personable, energetic individual with excellent organization and communication skills.
The Administrative Officer will provide administrative support which includes but is not limited to: complex calendar management and scheduling leveraging careful judgement, serve as lead in event planning which includes events of approximately 200 employees, handle purchasing and reconciliation, onboarding new employees and serving as point of contact for building and facilities requests and communications.
S/he performs a variety of duties to manage effective and efficient communications within and outside theITSDepartment often on behalf of AVP's and VP/CIO.
The Administrative Officer will serve as the direct supervisor for multiple student employees (approximately 4-6) that provide front desk reception and general office support. The incumbent will also regularly provide support with special projects for area AVPs, the Human Resources Manager, Directors and other staff as needed..
To ensure all that essential services are provided to the university community, the employee may be required to work outside his/her regular working hours as needed.
Responsibilities: Provide high-level of administrative support to multiple Associate Vice Presidents and general support to ITS staff as a whole as part of a team effort. Assist in planning, coordination and implementation of team activities developing effective systems that align the administrative support team with ITS organizational needs
Provide first level contact with visitors overseeing student employees with reception responsibilities. Coordinate the onboarding process for new hires, provide purchasing support to assigned AVP's and associated departments within ITS, serve as building/facilities contact and primary event planning coordinator and prioritize tasks when deadlines conflict. Oversee/support special projects for area AVPs, the Human Resources Manager, Directors and other staff as needed
Provide support and often serve as lead with special projects for area AVPs, the Human Resources Manager, Directors and other staff as needed.
Monitor visitor access and maintain security awareness, ensure knowledge of staff movements in and out of organization, maintain ITS Org Chart, assist with maintenance and management of Time Tracking for employee PTO, maintain office supplies and equipment and independently resolve issues with internal and external constituencies. Manager/coordinate various departmental activities.
Qualifications: -Bachelor's degree and a minimum of 3-5 years of professional administrative experience required.
-Seeking a highly motivated, extremely detail-orientated, energetic individual who is organized and capable of independently troubleshooting and solving issues.
-Ability to manage and facilitate a demanding workload in a fast-paced environment while producing quality results.
-Demonstrated effective written and verbal communication skills along with interpersonal and organizational capabilities.
-Must be able to understand complex material to communicate effectively and must be able to work with confidential information and prioritize tasks and demands.
-Must be willing to assist on an as-needed-basis in a variety of administrative and event planning tasks. Ability to prioritize and manage ongoing projects at the same time.
-Strong administrative and computing skills required, including Microsoft Office Suite, presentation, Outlook email, spreadsheet and database software are essential. Calendar management experience necessary.
-Must be able to take initiative and follow through on tasks independently.
-In this fast-paced office, the successful candidate will be extremely adept at planning and prioritization, tactful communication, and will possess a strong organizational background along with ability to be flexible, professional, and creative in responding to requests with very short turnaround.
Preferred Qualifications: N/A
Salary Grade: 10
A criminal background check is required for this position.
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.
Founded in 1898, Northeastern University is a private research university located in the heart of Boston. Northeastern is a leader in worldwide experiential learning, urban engagement, and interdisciplinary research that meets global and societal needs. Our broad mix of experience-based education programs?our signature cooperative education program, as well as student research, service learning, and global learning?build the connections that enable students to transform their lives. The University offers a comprehensive range of undergraduate and graduate programs leading to degrees through the doctorate in nine colleges and schools.