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About the Opportunity
Job Summary
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 departmentās presence both on campus and virtually, ensuring that faculty, students, staff, and guestsĀ are connected withĀ 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 toĀ demonstrateĀ organizational and project skills in support of the departmentās day-to-day operations.Ā
Key Responsibilities and Accountabilities
Department Administrative Support
Manage the Department Chairās and Associate Chairsā calendars and oversee schedules for visiting faculty and staff candidatesĀ
Oversee travel arrangements for designated department guests, including speakers, presenters, and studentsĀ
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 usingĀ CandexĀ
Serve as the Business Managerās designee for Concur reconciliationĀ
Oversee office and breakroom supplies for theĀ main officeĀ
Manage access to department spaces; greet faculty, students, staff, and guests; provide information in response to inquiries; and direct individuals to theĀ appropriate personĀ or placeĀ
Manage and distribute incoming and outgoing mail and coordinate with facilitiesĀ regardingĀ building maintenance and repairsĀ
Faculty and Staff Personnel Administration
Liaise with the COS Faculty Affairs teamsĀ regardingĀ personnel matters, including faculty hiring, merit reviews, tenure, and promotionĀ
Hire, manage, and oversee student employees for the front officeĀ
Serve as the Concur and student employment backup for the department Business and Operations ManagerĀ
Submit and track new positions, including postdoctoral fellows, research and administrative staff, temporary non-students, student employees, and visiting scholars and studentsĀ
Scheduling Management for Department Meetings and Events
Oversee centralized schedules for all shared department spaces, including conference rooms, part-time faculty offices, and hoteling officesĀ
Coordinate schedules for department events and other key department businessĀ
Manage department events, including fall orientation, the annual poster session, Graduate Open House, and graduationĀ
Coordinate social events for student groups, including the Graduate Student Association and the Northeastern University Chapter of the American Chemical SocietyĀ
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Communications and Web Content Management
Liaise with the COS Marketing and Communications teamĀ regardingĀ website content postingsĀ
Manage department internal sites, distribution lists, and social media accountsĀ
Create marketing and branded materials to advance department recruitment efforts, including newsletters, welcome packets, and announcementsĀ
Travel to scientific meetings to staff department recruitment tables, as neededĀ
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Additional AccountabilitiesĀ
Complete special projects as assignedĀ
Use a purchasing card and complete regular reportingĀ
Manage reimbursements for students, employees, and guestsĀ
Supervise student workersĀ
Minimum Qualifications
Bachelor's degreeĀ required
Minimum of three years of relevant professional experience in an academic, business, or related environmentĀ
Strong organizational, communication, and time management skillsĀ
Ability toĀ assistĀ and work with faculty, students, staff, and guests in an academic or similar professional environmentĀ
Proven ability to work independently and as a member of a team in a fast-paced environmentĀ
Ability to manage confidential and sensitive information
Experience with Banner, Concur,Ā Candex, or WorkdayĀ
Applicants must include the following documentation with their application:
1. Resume
2. Cover Letter
The University is unable to work sponsor for this role, now or in the future.
Position Type
General AdministrationAdditional Information
Northeastern University considers factors such as candidate work experience, education and skills when extending an offer.Ā Ā
Northeastern has a comprehensive benefits package for benefit eligible employees. This includes medical, vision, dental, paid time off, tuition assistance, wellness & life, retirement- as well as commuting & transportation. Visit https://hr.northeastern.edu/benefits/ for more information.Ā Ā
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.
Compensation Grade/Pay Type:
107SExpected Hiring Range:
$53,615.00 - $75,728.75With the pay range(s) shown above, the starting salary will depend on several factors, which may include your education, experience, location, knowledge and expertise, and skills as well as a pay comparison to similarly-situated employees already in the role. Salary ranges are reviewed regularly and are subject to change.
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