Administrative Officer, Finance and Personnel

Northeastern University•Boston, MA

3d•$53,615 - $75,729•Onsite

About The Position

Under the supervision of the Senior Academic Program Manager within the Department of Art + Design, the Administrative Officer, Finance and Personnel serves as the department's primary resource for financial management, budgeting, personnel administration, and university business processes, ensuring compliance with university policies and stewardship of departmental resources. Serving as the primary liaison between the department and the College Finance Office, this position coordinates operating budget activities, financial transactions, personnel appointments, and annual compensation processes, including merit planning. The position oversees hiring and appointment processes for graduate fellows, part-time faculty, guest artists, and paid contractors. The role exercises a high degree of independent judgment and problem-solving in managing complex administrative and financial processes and serves as a trusted resource to Art + Design faculty, staff, and university partners. This position has no direct reports.

Requirements

Bachelor's degree
Minimum of 2-3 years of administrative experience
Experience with budget administration, office management, and financial processes
Proficiency in Microsoft Office Suite, particularly Excel
Strong organizational, analytical, and interpersonal skills, with exceptional attention to detail
Demonstrated ability to work effectively in a fast-paced, service-oriented environment, manage multiple priorities, and adapt to changing business needs, shifting priorities, and evolving processes

Nice To Haves

Administrative experience in higher education
Experience with Workday and Concur

Responsibilities

Oversee budget activities for start-up and externally funded research budgets, partnering with the College Grants team as needed to support hiring, purchasing, contracts, and grant administration
Serve as the department liaison to the College Finance Office for annual merit planning, salary administration, and related budget activities
Maintain expertise in university financial systems, policies, and business processes through ongoing training and implementation of new procedures
Manage and review all payments and expenses for accuracy and adherence to university guidelines
Manage and track professional development fund requests and other faculty and staff expense requests and approvals; coordinate with the Senior Academic Program Manager to project commitments and track budget obligations for discretionary expenses
Provide training on university financial tools, including Concur, Marketplace, and Workday Finance
Oversee payment of class support employees, including teaching assistants, research assistants, and visiting scholars
Maintain gift funds and student grants and assist with reimbursement requests
Submit and track additional compensation forms through approval pipelines
Project event and program budgetary needs for the fiscal year and provide recommendations on value and reach
Manage the collection and archiving of materials related to faculty administrative processes, including merit, tenure, and promotion
Hire graduate fellows through the intake system
Oversee appointment processes for part-time faculty, guest artists, and paid contractors
Coordinate departmental memberships and event sponsorships in support of faculty professional development
Partner with Department Chairs and the College Finance Office to support financial planning and funding approval for faculty hires
Collaborate with other Administrative Officers to develop standardized procedures and protocols for shared job functions and ensure consistency
Collaborate with other Administrative Officers to implement robust data management practices that support the accessibility and integrity of financial and personnel records
Collaborate with other Administrative Officers to create cross-training opportunities for departmental practices, support Department Chairs, and promote broad efficiencies across the College
Collaborate with other Administrative Officers to provide office coverage during absences or scheduled paid time off (PTO)
Maintain and report the departmental budget across faculty, staff, and student areas
Collect data and prepare financial and personnel reports as needed
Manage special projects and assignments related to budget and personnel data review