Job Details

Northeastern University
  • Position Number: 3664776
  • Location: Boston, MA
  • Position Type: Human Resources


Administrative Coordinator


About the Opportunity

The Seattle Campus is seeking a motivated and customer service oriented individual to fill the role of Administrative Coordinator. This individual reports to the Associate Director of Administration and Operations and is responsible for the administrative and financial activities of the Seattle Campus. They are the main support to Seattle Campus hiring managers and are responsible for documenting and improving recruiting procedures, scheduling complex and often hybrid interview loops, coordinating travel for candidates as needed, and coordinating onboarding schedules and needs. The Administrative Coordinator is our lead I-9 approver and ensures other staff are trained to approve I-9's as necessary. They also lead offboarding operations for employees leaving the organization.

The Administrative Coordinator manages a full-time Administrative Assistant. Additionally, they hire and approve timesheets for a pool of part-time student Administrative and Event Support Assistants (AEAs). They work with the Events Coordinator, Operations Coordinator, and other Seattle Campus Staff to assign AEAs to shifts related to event support, front desk support, and project support respectively.

This is a highly visible position that requires outstanding interpersonal, organizational, and communication skills, as well as a high level of attention to detail. The successful candidate is excited by opportunities to learn and be part of a highly engaged team of faculty and staff.

Qualifications:
  • Bachelor's degree or equivalent strongly preferred.
  • Minimum of three years related experience with a demonstration of increasing responsibilities.
  • Effective time management, highly organized, and detail oriented.
  • Exceptional multitasking, organizational, and communication skills.
  • Superior communication, planning, and customer (internal and external) service skills.
  • Demonstrated integrity, dependability, judgment, teambuilding and resourcefulness to establish and maintain collaborative working relationships with multiple groups.
  • Must be able to maintain a high level of confidentiality.
  • Previous experience working with budgets preferred. Experience working with grants a plus.
  • Must have excellent computer and professional skills with proficiency in Microsoft Word, PowerPoint, Outlook, and database management. Excellent Excel skills preferred.
  • Experience with Banner, Concur, and other financial reporting systems preferred.
  • Experience managing or supervising staff preferred.
  • Experience in higher education preferred.
Key Responsibilities & Accountabilities:

Finance Functions - 20%

  • Prepare monthly finance report to share with Campus leadership. Flag unexpected expenses and new trends; follow up with stakeholders such as Finance, landlords, etc. to verify such charges.

  • Collaborate with the Dean and Finance to streamline Campus budget.

  • Manage memberships and subscriptions.

  • Manage payment of invoices, POs, and reimbursements as well as processes related to contracts.

  • Pull financial reports as needed.

  • Additional duties as assigned.

    Administrative Functions - 40%

  • Support Seattle Campus hiring managers.

  • Document and improve recruiting procedures.

  • Schedule complex and often hybrid interview loops.

  • Coordinate travel for candidates as needed.

  • Coordinate onboarding schedules and needs.

  • Serve as lead I-9 approver for Campus.

  • Lead offboarding operations.

  • Additional duties as assigned.

    Team Management and Development - 40%

  • Manage fulltime Administrative Assistant who serves as primary administrative support for non-executive members of the campus leadership team and global network staff.

  • Hire and approve timesheets for a pool of part-time student Administrative and Event Support Assistants (AEAs)

    with the Events Coordinator, Operations Coordinator, and other Seattle Campus Staff to assign AEAs to shifts related to event support, front desk support, and project support respectively.

  • Provide an effective process for performance management and development in keeping with university best practices including measurable goals, clear expectations, and solid direction to team members.

  • Provide feedback, recognition, and coaching to ensure high performance, professional growth, and development. Plan for and support employees in career and professional development opportunities aligned with university/campus' needs.

  • Address unsatisfactory employee performance including developing, delivering, and monitoring performance improvement plans when required.

    Position Type

    General Administration

    Additional Information

    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.

    To learn more about Northeastern University's commitment and support of diversity and inclusion, please see www.northeastern.edu/diversity.


    To apply, visit https://northeastern.wd1.myworkdayjobs.com/en-US/careers/job/Seattle-WA/Administrative-Coordinator_R104500







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