Special Assistant and Program Manager

About the Opportunity

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.

Position Summary:

Responsible for developing effective systems for managing the administrative and programmatic needs of the Associate Vice Provost (AVP) for Research Computing. Expected to demonstrate planning and oversight to ensure that the AVP's time is effectively allocated, and information is sufficiently presented to advance the priorities of the AVP and the University. Provide a comprehensive range of duties to ensure overall efficiency of daily operations and special projects for the AVP and his teams. The candidate must be able to communicate professionally and effectively on behalf of the AVP. Manages relations with key constituents and communicates with other staff to delegate and/or follow-through on tasks as appropriate. This position requires that the Special Assistant & Project Manager have the flexibility to work before and after regular hours, from time to time, depending on the needs of the AVP. This position is on a collaborative team with high expectations for performance.

Qualifications:

Bachelor's degree preferred, master's degree a plus. Minimum of 4-6 years of related experience, preferably in an executive setting and experience with research computing technology related acquisitions, project management, and projects. Applicant must be a self-motivated worker who can anticipate problems and demonstrate significant independent judgment. Strong communication, interpersonal, and influencing skills, as well as organizational awareness. Must be capable of exercising discretion and sensitively handling a high level of confidential information. Must have project management ability, the ability to independently prioritize tasks and demands, and excellent attention to detail; high level of attention to accuracy and completeness required. Individual must have computing related knowledge, strong writing and communication skills (preferably with proposal writing experience), ability to understand manage the needs of different internal and external projects/initiatives, superior skills balancing individual and collaborative responsibilities in a fast-paced and dynamic environment. Individual must be extremely flexible, adaptable, patient when needed, and capable of establishing priorities and timelines.

Job Duties:

1.) Manage the AVP Activities, Commitments, and Programmatic Support:

Provides administrative support. Manages commitments, calendars and coordinates high-level meetings as required. Manages high volume of demands on the leaders' time by prioritizing requests while demonstrating significant independent judgment in identifying and resolving potential conflicts. Communicates with internal and external constituencies on behalf of the AVP on different sponsored projects and initiatives. Reviews, revises, and summarizes correspondences and briefs for leaders. Attend meetings as needed and assist with communications with collaborators and partner internal and external teams. Review and approve weekly timesheets of AVP's direct reports, as well as paid time off requests. Coordinate with support staff of AVP's direct reports and their teams to collaboratively document upcoming time off plans in a way that is easily accessible for the AVP.

2.) Project Coordination and Communication:

Independently advances and monitors progress on the AVP's administrative initiatives and identifies, assigns, and tracks specific assignments. Communicates with internal and external constituencies regarding calendar-related, policy and procedural matters. Drafts correspondence on behalf of the AVP for a wide array of audiences and provides assistance to help AVP manage their research portfolio and various external and internal projects/initiatives. Demonstrated experience of managing large projects including those involving high-performance computing. Creates and/or modifies accurate and robust written reports and presentations for AVP to be consumed by internal teams, external partners, funding agencies, and foundations. Mobilizes, tracks, and oversees key projects within the AVP's Office. Conducts research and prepares reports, presentations, and other documents in anticipation of the AVP's needs and Research Computing team. Prepare visual illustrations; assemble and organize data into figures for presentations, proposals, and reports. Attend meetings as needed and assist with communications with collaborators and partner teams.

Support Financial Management, Risk Identification, and Initiative/Project Development Support:

Prepare financial transactions for the AVP's approval (reimbursements, purchase cards) to ensure that they have been properly completed and are in compliance with university policies. As directed, prepare requisitions, and prepare and submit documentation for payment of invoices. Consolidate, write, edit, and assist in proposal/initiative development and progress reports; monitor budget compliance. Identify potential project risks and develop mitigation strategies; monitor project progress and implement corrective actions as needed to stay on track.

3.) Travel Coordination and Office Management:

Make travel arrangements, prepare itineraries, and event information. Conduct necessary research to prepare AVP for events or meetings. Process and track travel reimbursements; reconcile ProCard for AVP and their team. Provide administrative oversight and operational supervision for offices within the AVPs portfolio as requested by the AVP. Strengthen social media presence of Research Computing team and identify opportunities for external engagement with other research computing centers, government agencies, industry, and educational institutions.

Cover Letter:

The applicants are strongly encouraged to include a cover letter highlighting three professional incidents/contributions that you are most proud of in your professional career. These contributions or experience can be unrelated to each other and different in nature, but they must highlight your unique strengths, ability to devise and implement out-of-the-box administrative/project management solutions, your work ethic, proactiveness, and inclusive nature.

Please limit the cover letter to a single page. This component will significantly determine the outcome.

Position Type

General Administration

Additional Information

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.

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/Special-Assistant-and-Program-Manager_R129497







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