This job description is intended to describe the general nature and level of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
Northeastern University is seeking an Administrative Assistant who will play a vital role in supporting key activities of the Engineering PLUS Alliance. A five-year NSF Program awarded to Northeastern University, the Engineering PLUS (Partnerships Launching Underrepresented Students) Alliance is one of 17 national alliances working collaboratively to enhance U.S. leadership with the major focus on diversity, inclusion and broadening participation in Science, Technology, Engineering and Mathematics (STEM).
Reporting to and supporting the Alliance Director, the Administrative Assistant will provide necessary administrative support and manage operational tasks for the Engineering PLUS Alliance. The Administrative Assistant will also coordinate all virtual and in-person events across the Alliance including national, regional, and local meetings and convenings. In addition, the individual will assist in maintaining databases and online filing systems, updating Alliance outputs and personnel lists for annual and periodic reporting requirements, maintain distribution listservs, prepare minutes and correspondence, tracking and ordering supplies, ordering catering, and processing travel arrangements. The incumbent will assist with the review and copy-editing of Alliance reports, and gathering content to produce online content such as newsletters, videos, social media, and website, as needed. The Administrative Assistant will also serve the front line to respond to telephone and email inquiries, as appropriate. The incumbent will manage the calendar of the Alliance director, and perform other related duties as assigned.
About the Engineering PLUS Alliance
The Engineering PLUS Alliance is funded by the National Science Foundation (NSF) as a part of the Eddie Bernice Johnson INCLUDES (Inclusion Across the Nation of Communities of Learners of Underrepresented Discoverers in Engineering and Science) Program. NSF INCLUDES is a national initiative that enhances U.S. leadership with the major focus on diversity, inclusion and broadening participation in STEM. Engineering PLUS aims to build a system and a network to increase engineering degrees among women and BIPOC (Black, Indigenous, and People of Color) nationally. The Engineering PLUS Alliance aims to produce 130K undergraduate and graduate engineering degrees awarded annually to BIPOC (Black, Indigenous, People of Color) and women students through systemic, transformative, and sustainable change in engineering education.
Bachelor's degree required.
Minimum of 3 years' experience in an administrative support role
Strong organizational skills
Proficiency in Microsoft Office (Microsoft Excel, Word, PowerPoint)
Experience working with staff and a self-motivated worker who can anticipate problems and demonstrate significant independent judgment.
Detail oriented; high-level attention to accuracy and completeness required. Excellent verbal and written communication skills along with excellent people skills and the ability to deal with sensitive situations as they arise.
Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook and SharePoint), Google Docs, and virtual platforms (Zoom, etc.).
An understanding of project/program management techniques and methods.
Superior oral and written communication skills.
Ability to manage and facilitate an intense workload and produce quality results in a fast-paced environment.
Must be proactive, anticipate problems, be resourceful, and work effectively with colleagues and external constituents at all levels.
Strong interpersonal skills necessary for building relationships with external and internal constituents.
Ability to exercise good judgment when dealing with confidential and sensitive material.
KEY RESPONSIBILITIES & ACCOUNTABILITIES
Engineering PLUS Center Administrative Support - Draft and produce meeting agenda and minutes, letters, memos, routine correspondence, reports, newsletter articles, and other documents related to the Alliance. Coordinate continuing and new meetings with internal and external attendees to support A/V needs, Teams, Zoom and conference call functions, and handle room reservations, as needed. Assist with the organization of documents needed for financial reports and Concur expense reports. This will include, among other things, processing of requisitions to create purchase orders, travel reimbursements, and the submission of documents and reports. Arrange travel itineraries, reserve hotel, make car and flight arrangements. Resolve administrative problems, take independent action on routine matters and follow up on pending items. Handle a variety of confidential material/information. Process reimbursements as needed for meetings and events.
2.) Special Events Coordination- Assist in registration processing and document production (such as agendas, handouts, nametags) for national, regional, and local meetings/conferences, webinars, convening, and events with leaders, collaborators, member institutions across hubs, and industry sponsors and academic partners. Also, assist with the actual event production, including but not limited to, set-up, registration process, monitoring presentation details, managing the check-in table, and assistance in coordinating Audio/Visual needs.
3.) Marketing & Communications Assistance - Assist in reviewing and editing marketing materials for the Engineering PLUS Alliance and the production of Alliance online updates (such as newsletters, social media posts, videos, and website content).
4.) Center Contact and Quarterly and Annual Report Maintenance - Work in collaboration with the Project Management leadership to maintain accurate and timely records of Engineering PLUS external and internal contacts and communities to track and report information as needed. Projects range from inputting and updating records as needed, maintaining listservs and other contact management applications, to generating and verifying report information for quarterly, annual and other reporting requirements.
Northeastern University considers factors such as candidate work experience, education and skills when extending an offer.
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.
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.