Administrative Coordinator

Northeastern University•Boston, MA

8d•$53,615 - $75,729•Onsite

About The Position

The Administrative Coordinator is a key member of the Department of Chemistry and Chemical Biology in the College of Science (COS). Reporting to the department Chair, the Administrative Coordinator works closely with the Chair, other faculty leaders, and academic support staff. The Administrative Coordinator oversees the department’s presence both on campus and virtually, ensuring that faculty, students, staff, and guests are connected with the right information and equipped with the basic resources needed to continue their active roles in teaching, learning, and administration. The Administrative Coordinator assists with faculty searches and promotions; manages department events; prepares and submits human resources management (HRM) related tasks in Workday; serves as the primary onboarding contact for new faculty and staff; and acts as the liaison to the undergraduate American Chemical Society (ACS) chapter. This position offers opportunities to demonstrate organizational and project skills in support of the department’s day-to-day operations.

Requirements

Bachelor's degree required
Minimum of three years of relevant professional experience in an academic, business, or related environment
Strong organizational, communication, and time management skills
Ability to assist and work with faculty, students, staff, and guests in an academic or similar professional environment
Proven ability to work independently and as a member of a team in a fast-paced environment
Ability to manage confidential and sensitive information
Experience with Banner, Concur, Candex, or Workday
Resume
Cover Letter

Responsibilities

Manage the Department Chair’s and Associate Chairs’ calendars and oversee schedules for visiting faculty and staff candidates
Oversee travel arrangements for designated department guests, including speakers, presenters, and students
Arrange payments, honoraria, and reimbursements for guests or students without direct access to Concur; process internal travel reimbursements for students using Concur and for visitors using Candex
Serve as the Business Manager’s designee for Concur reconciliation
Oversee office and breakroom supplies for the main office
Manage access to department spaces; greet faculty, students, staff, and guests; provide information in response to inquiries; and direct individuals to the appropriate person or place
Manage and distribute incoming and outgoing mail and coordinate with facilities regarding building maintenance and repairs
Liaise with the COS Faculty Affairs teams regarding personnel matters, including faculty hiring, merit reviews, tenure, and promotion
Hire, manage, and oversee student employees for the front office
Serve as the Concur and student employment backup for the department Business and Operations Manager
Submit and track new positions, including postdoctoral fellows, research and administrative staff, temporary non-students, student employees, and visiting scholars and students
Oversee centralized schedules for all shared department spaces, including conference rooms, part-time faculty offices, and hoteling offices
Coordinate schedules for department events and other key department business
Manage department events, including fall orientation, the annual poster session, Graduate Open House, and graduation
Coordinate social events for student groups, including the Graduate Student Association and the Northeastern University Chapter of the American Chemical Society
Liaise with the COS Marketing and Communications team regarding website content postings
Manage department internal sites, distribution lists, and social media accounts
Create marketing and branded materials to advance department recruitment efforts, including newsletters, welcome packets, and announcements
Travel to scientific meetings to staff department recruitment tables, as needed
Complete special projects as assigned
Use a purchasing card and complete regular reporting
Manage reimbursements for students, employees, and guests
Supervise student workers