Career Center

Administrative Specialist II

About the Opportunity

Summary:

The Administrative Specialist II (ASII) provides administrative, project management and technology support to the Office of Academic and Research Safety (OARS). The ASII may serve as first point of contact for faculty, staff and students, as well as visitors and guests. Performs administrative and other support activities for multiple OARS staff. Facilitates the hiring of student workers, including onboarding, offboarding, training, and the approval of time sheets. Duties may include fielding telephone calls, maintaining record keeping systems and coordinating with building management. Extensive software skills are required to utilize and maintain a risk management platform, various software systems and OARS website. The ASII will provide assistance to the director in the oversight of the OARS budget in preparing budget plans and the reconciliation of expenditures. The ASII will orders supplies, pay invoices and serve as office administrator to interact with other administrative offices such as Accounts Payable, Procurement, and Human Resource Management, as well as the budget personnel at the Office of the Provost. The ASII will take on special projects and tasks as needed to support the various teams in OARS. The ASII will continually seek ways to streamline management of day-to-day tasks using support systems and technology.

Qualifications

Minimum of 3-5 years of progressively responsible administrative support experience in a professional or college/university setting. Minimum of two years of college coursework or Associates degree. Bachelor's degree preferred. Knowledge of environmental health and occupational safety requirements is desirable. Ability to clearly and concisely express ideas orally and in writing, ability to compile and present instructions, ability to understand and interpret complex written regulations and technical reports. Proficient at standard computer software packages including Microsoft Excel, Word, Access, PowerPoint, SharePoint, Visio, and Outlook. Experience with or ability to learn a risk management platform and other software systems. Excellent customer service and organizational skills to work independently on administrative projects. Ability to make decisions and manage time is essential. Excellent project management skills, including planning, prioritizing, and scheduling multiple ongoing projects. Ability to communicate with vendor and University IT personnel regarding necessary software and website enhancements. Problem solving skills and the ability to work with diverse populations are required.

Administrative Support (25%)

• Participate in office and vendor meetings.
• Work with outside vendors on pricing and purchasing. Negotiate terms and conditions as assigned.
• Request and track vendor rate sheets, certificates of insurance and contracts.
• Handle equipment requests, maintenance and service contracts.
• Maintain and order office supplies.
• Manage meeting schedules and appointments by working across the office and peer offices and departments to drive organizational alignment and efficiency of scheduling, meetings, and information flow. Assign and manage agenda and note-taking.
• Schedule meeting space and handle logistics including catering and media requests.
• Manage an efficient, organized filling system for OARS.
• Identify opportunities to upgrade or improve current infrastructure/processes to increase performance.
• Maintain confidential and sensitive information including but not limited to operational reports, strategic plans and client privacy.
• Coordinate and compile reports and metric tracking.
• Serve as the Office's main contact in regard to space allocation, renovations, moves and other staff related issues.
• Assist directors in ensuring adequate staff coverage through use of an appropriate calendaring system.
• Provide general reception and administrative support including but not limited to responding to phone inquiries and greeting and welcoming guests.
• Serve as central contract person and information provider for OARS, answering routine questions or directing them to appropriate staff.
• Maintain a manual and/or procedures for office management operations and update the list of relevant contacts regularly.

Budget (25%)

• Process and approve invoices for payment. Review and reconcile credit card statements. Follow through and resolve discrepancies.
• Set up requisitions, process journal vouchers and coordinate with director on budget transfers.
• Proactively monitor the budget process. Flag items that may exceed budget and identify pending expenditures, advising director of any issues. Ensure that budget lines are being appropriately and accurately used within established operational procedures.
• Regularly perform budget analysis to identify at-risk budget lines and opportunities to consolidate or re-organize lines for more effective budget tracking and analysis.
• Analyze, forecast and make recommendations about expenditures.
• Perform monthly reconciliation on all Office expenses.
• Collaborate with the Office of the Provost budget personnel on quarterly budget projections.

Project Management: (15%)

• Assist staff with overseeing the development, management and successful completion of special projects.
• Assist project teams to ensure that project development and progress is timely, successful, and meets expectations.
• Assist staff in identify and scheduling project deliverables, milestones and outcomes.
• Assist staff with tracking, documenting and maintaining project reports, meeting minutes, decisions, schedules, finances, and other pertinent records.

Website, Platform and Technology Management: (15%)

• Assist program managers with support towards routine BioRAFT module maintenance tasks
• Support the maintenance and updating of the OARS website. Provides and recommends improvements and anticipates future needs.
• Supports the maintenance and updating of Sharepoint communications sites, email distribution lists, and other technology tools used by OARS.

Employment Liaison (15%)

• Work with program managers and Co-op advisors to gather potential new students for OARS positions.
• Approve time sheets for co-op students, temporary students and work study employees.
• Assist directors with Workday platform and position posting and management.
• Pre-screen job candidate applications; manage applicant communications and interviews.
• Perform reference checks.
• Proactive attention to employment actions and issue resolution.
• Onboard and offboard staff, including co-op and part-time students and consultants.

Other Duties: (5%)

• Assist directors and program managers with other work as needed.

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/Boston-MA-Main-Campus/Administrative-Specialist-II_R105464





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