Administrative Assistant

Kelly Services; Boston (MA); On-site; USD 24,000 - 35,000; Full time

Job summary

Kelly Services seeks a Departmental Administrative Coordinator in Boston, MA, to support academic staff, students and events on-site. You will manage calendars, onboarding, and essential administrative tasks for a dynamic university department.

Ideal candidates are detail-oriented, proactive, and able to handle deadlines while coordinating with faculty and leadership. This full-time, on-site role emphasizes organization, discretion, and strong communication.

Qualifications

• Proven experience in administrative coordination, preferably in higher education or an academic setting.
• Exceptional organizational, multitasking, and event-planning skills.
• Strong communication and interpersonal skills.
• Proficiency with MS Office and university procurement/calendar systems preferred.
• Ability to work 100% onsite (no remote/virtual options).
• Professionalism, discretion, and a proactive attitude.

Responsibilities

• Coordinate and support departmental events (Graduation Dinner, Research Day, Lunch & Learns, Guest Dinners, Class Photo logistics).
• Manage onboarding processes for students and faculty (Kit Distribution, Orientation, Faculty Packets, reviews).
• Assist with academic functions, including Mock Boards, course scheduling, registrar duties, and SLC scheduling.
• Maintain departmental calendars and schedules; coordinate meetings and room requests for Faculty, Academic Affairs, and ISSO.
• Track and approve faculty time off requests.
• Support accreditation and compliance efforts, including CODA preparation and documentation.
• Facilitate resident applicant interviews and coordinate travel and hotel arrangements for residents and faculty.
• Manage procurement and inventory using university systems (office/research supplies, scrub ordering, name plates).
• Oversee student administrative processes (SSN documentation, VA Scholarship coordination).
• Prepare and distribute department dashboards and reports.
• Assist faculty with drafting and processing Letters of Recommendation (LORs).
• Provide general administrative support and communication coordination; attend meetings as required.
• Other departmental tasks as requested

Skills

Administrative coordination

Organization

Communication

MS Office

On-site work

Professionalism

Tools

MS Office

Job description

Job Title: Departmental Administrative Coordinator
Location: Boston, MA
Pay Rate: $21.40 per hour
Employment Type: Full-Time, 100% On-site (No remote work permitted)

Are you ready to make a difference at the heart of a renowned university? We're seeking a detail-oriented, organized, and proactive Departmental Administrative Coordinator for our academic team in Boston, MA. If you thrive in fast-paced academic environments and enjoy supporting students, faculty, and high-profile events, this role is for you!

Responsibilities

• Coordinate and support departmental events (Graduation Dinner, Research Day, Lunch & Learns, Guest Dinners, Class Photo logistics)
  
• Manage onboarding processes for students (Kit Distribution, CAGS Orientation, Research Orientation) and faculty (Faculty Packets, reviews)
  
• Assist with academic functions, including Mock Boards, course scheduling, registrar duties, and SLC scheduling
  
• Maintain departmental calendars and schedules; coordinate meetings and room requests for Faculty, Academic Affairs, and ISSO
  
• Track and approve faculty time off requests
  
• Support accreditation and compliance efforts, including CODA preparation and documentation
  
• Facilitate resident applicant interviews and coordinate travel and hotel arrangements for residents and faculty
  
• Manage procurement and inventory (office/research supplies, scrub ordering, name plates) using university systems
  
• Oversee student administrative processes (SSN documentation, VA Scholarship coordination)
  
• Prepare and distribute department dashboards and reports
  
• Assist faculty with drafting and processing Letters of Recommendation (LORs)
  
• Provide general administrative support and communication coordination; attend meetings as required
  
• Other departmental tasks as requested

Qualifications

• Proven experience in administrative coordination, preferably in higher education or an academic setting
  
• Exceptional organizational, multitasking, and event-planning skills
  
• Highly detail-oriented with the ability to meet multiple deadlines
  
• Strong communication and interpersonal skills
  
• Proficiency with MS Office and university procurement/calendar systems preferred
  
• Ability to work 100% onsite (no remote/virtual options)
  
• Professionalism, discretion, and a proactive attitude