Administrative Assistant

Northeastern University•Boston, MA

1d•Onsite

About The Position

The Administrative Assistant will provide operational support to the Undergraduate Academic Advising team with specific emphasis during Add/Drop, Academic Review, Welcome Week, Commencement, Orientation, and Registration. Oversee the hiring and management of work study students. Coordinate the academic major and minor change requests and send follow-up correspondence. Collaborate with various offices across campus to support course evaluation and enrollment operations. Moderate Zoom drop-in advising appointments. Provide data collection and analyzation support and assist with ad-hoc tasks and projects as requested. The Administrative Assistant will provide efficient administrative support to the Undergraduate Academic Advising Office. As the first point of contact for internal and external parties, the position requires excellent customer service, communication, and organizational skills. Responsibilities will include but are not limited to: organizing and scheduling events and meetings, managing calendars, troubleshooting virtual meeting technology, maintaining website content, responding to phone and email communications, coordinating systems and processes, and ordering/tracking equipment and office supplies. Responsible for maintaining the office suite including common areas and conference room, to ensure a professional and safe work environment and optimized space utilization.

Requirements

Associate’s Degree required
Must demonstrate excellence in customer service, professionalism, and communication skills.
Possess knowledge of office administration practices and processes
Basic level of proficiency with MS Office/ Microsoft 365 products, including Word, Excel, PowerPoint, Outlook, Teams and SharePoint.
Ability to learn new systems quickly and to carry out projects; ensuring work is completed accurately and on time.
Demonstrate excellence in managing multiple priorities with strong organizational skills and attention to detail.
Must exercise sound judgment and discretion in maintaining and safeguarding the confidentiality of sensitive information.

Nice To Haves

Bachelor’s Degree preferred.
Experience using Zoom and Excel functions such as pivot tables and XLOOKUP is preferred.

Responsibilities

Support the office with academic review logistics and correspondence.
Coordinate the academic major and minor change requests by updating student records in Salesforce and sending correspondence through the Navigate platform.
Partner with advisors, faculty, and the Transfer Credit Office to support the course evaluation process for incoming and current students.
Oversee virtual drop-in appointments using Zoom.
Support new hire onboarding logistics.
Collect, synthesize, and report on student data.
Assist in setting up and maintaining data collection systems using Microsoft 365 tools such as Forms and Power Automate.
Oversee and coordinate course enrollment, rollover and faculty evaluations for General Engineering courses.
Work collaboratively with the Web Master to maintain department website.
Provide administrative support to college committees.
Oversee all front office logistics including answering phones, greeting guests, managing calendars and confidential records, tracking/ordering office equipment and supplies, organizing front office coverage and maintaining facility work orders.
Coordinate staff morale initiatives.
Manage office space utilization using the Robin scheduling system.
Maintain the overall appearance of the office.
Support the office with Orientation, Welcome Week, Commencement and first-year events by coordinating room reservations, catering, work study coverage, room and technology set-up needs.
Collaborate with the Student Employment Office to post work study positions.
Oversee the hiring, training, and supervision of work-study students.
Review and approve weekly timesheets.