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 Entrepreneurship & Innovation Group is a highly dynamic academic unit within the D'Amore-McKim School of business, composed of highly accomplished scholars and educators, most of whom have an active research agenda and strong connections with the business community. The domain of the group is closely aligned with the strategy of Northeastern University. The group strives to stay at the forefront of research and is committed to significantly increase its visibility within both the peer academic and business communities. The Group's Administrative Assistant has been, consequently, a challenging job that requires him or her to provide timely and quality support to this diverse and dynamic group. Group members see this position as critical to the successful performance of our unit.
Responsibilities: The role requires a thorough knowledge and understanding of the D'Amore-McKim School of Business and University policies and procedures, and implies several diverse tasks and responsibilities which include:
(a) Serve as a liaison for the group with the DMSB Communications Team and assist with the production of the group's promotional materials, digital presence, and outreach activities. This may include participating in the creation and dissemination of website, video, and social media content, as well as working with possible external vendors, in coordination with the DMSB and Northeastern MarCom teams.
(b) Assist in managing a direct group budget, in addition, help manage the budget of faculty members that have discretionary research allocations or external grants. Produce timely budget reports and alert the Group Chair of any important deviations from the budget. Assist with purchases though the group credit card and with processing transactions through the Concur reimbursement system. This task can require coordination with internal stakeholders (Northeastern and D'Amore-McKim) and every so often with external stakeholders (such as grant-giving organizations), in order to ensure the proper allocation of funds.
(c) Work directly with faculty members in preparing their teaching-related materials for their different courses. This requires searching for specific material such as books, articles and simulations in the different publishing outlets, and obtain the necessary permissions from the corresponding copyright holders.
(d) Keep track of the data collected during our faculty recruiting processes, which may happen on a yearly basis. This requires the safe storage of candidates' information, preferably in a cloud-based system (e.g. Dropbox, etc.) to make it accessible to the members of the recruiting committee. Data for each applicant includes curricula vitae (CVs), articles, letters of recommendation, cover letters, etc. The Administrative Assistant will also design and maintain a database to easily access this information without having to access the individual records each time.
(e) Assist with the onboarding of new faculty in the group, coordinating with the different D'Amore-McKim stakeholders in order to timely provide new faculty with the office space, equipment, and information that they need for a successful and productive start with us. (
f) Organize the logistics of external-facing group events such as research seminars or conferences with practitioners, and internal-facing events such as group meetings. This also requires coordinating with speakers to make sure the material and equipment they need are timely in place.
(g) Manage the hiring of students for faculty projects and ensuring an accurate payroll process for those hires. This task implies writing a posting positions for the different student jobs, properly e-filing the information of the applicants, producing a summary database to aid faculty in the selection of the best candidate. Once a student is hired, review timesheets, and ensure timely payments.
(h) Provide an office atmosphere responsive to student needs, by having thorough knowledge and understanding of D'Amore-McKim and University policies and procedures. Assist and direct student inquiries and respond to their concerns. Provide information on faculty office hours and location. If necessary, and with the approval of the Group Chair, coordinate and proctor make up exams.
(i) Perform and supervise the execution of minor support tasks such as filing, mail sorting, printing/faxing, answering the group's phone. This tasks includes hiring and managing the student helpers that help with this minor administrative tasks during the academic year.
(j) Assist the Group Chair in special projects or any other matter directly pertinent to the group that falls within the broad scope of an Administrative Assistant role.
(k) Assist research faculty where appropriate on minor research tasks such as proofreading papers, finding and sorting research articles, or making copies of paper-based surveys.
Qualifications: Associates degree and two - three years of experience required, Bachelor's degree preferred. Extensive computer skills are required, including very good command of Excel, Word and PowerPoint, and cloud-based platforms such as Office365, Google docs, Google sheets, Google Drive, and Dropbox. Advanced level of actionable knowledge of social platforms such as LinkedIn, Facebook, YouTube, Twitter and Instagram highly desirable. Experience with video editing desirable. Strong administrative skills needed, ideally having successful work experience supporting professionals in a university, business or governmental context. Excellent interpersonal and communication skills are necessary to serve as first point- of-contact for the Group and to interact with multiple faculty. Must have superior multi-tasking and organizational skills with the ability to respond to various requests and tasks simultaneously. Strong proofreading and follow through skills are essential. Budgeting and accounting experience preferred. Must enjoy interacting with a diverse student and faculty population. Must demonstrate maturity, tact and have the ability to maintain a high level of confidentiality.
Salary Grade: 51
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.