Administrative Coordinator

Northeastern University; Boston, Northern (MA, KY); Hybrid; USD 54,000 - 76,000; Full time

Job summary

Northeastern University in Boston seeks an Administrative Coordinator for the Department of Chemistry and Chemical Biology. You will support the Chair and faculty by managing calendars, HR tasks in Workday, onboarding new staff, and coordinating department events.

The role involves front office supervision, travel logistics, supplier payments, and liaison with the ACS chapter, with opportunities to develop organization and project management skills in a dynamic academic environment.

Qualifications

• Bachelor's degree required.
• Minimum of three years of relevant professional experience in an academic, business, or related environment.
• Strong organizational, communication, and time management skills.
• Ability to assist and work with faculty, students, staff, and guests in an academic or similar professional environment.
• Proven ability to work independently and as a member of a team in a fast-paced environment.
• Ability to manage confidential and sensitive information.
• Experience with Banner, Concur, Candex, or Workday.

Responsibilities

• Manage the Department Chair’s and Associate Chairs’ calendars and oversee schedules for visiting faculty and staff candidates.
• Oversee travel arrangements for designated department guests, including speakers, presenters, and students.
• Arrange payments, honoraria, and reimbursements for guests or students without direct access to Concur; process internal travel reimbursements for students using Concur and for visitors using Candex.
• Serve as the Business Manager’s designee for Concur reconciliation.
• Oversee office and breakroom supplies for the main office.
• Manage access to department spaces; greet faculty, students, staff, and guests; provide information in response to inquiries; and direct individuals to the appropriate person or place.
• Manage and distribute incoming and outgoing mail and coordinate with facilities regarding building maintenance and repairs.
• Liaise with the COS Faculty Affairs teams regarding personnel matters, including faculty hiring, merit reviews, tenure, and promotion.
• Hire, manage, and oversee student employees for the front office.
• Serve as the Concur and student employment backup for the department.
• Submit and track new positions, including postdoctoral fellows, research and administrative staff, temporary non-students, student employees, and visiting scholars and students.
• Oversee centralized schedules for all shared department spaces, including conference rooms, part-time faculty offices, and hoteling offices.
• Coordinate schedules for department events and other key department business.
• Manage department events, including fall orientation, the annual poster session, Graduate Open House, and graduation.
• Coordinate social events for student groups, including the Graduate Student Association and the Northeastern University Chapter of the American Chemical Society.
• Liaise with the COS Marketing and Communications team regarding website content postings.
• Manage department internal sites, distribution lists, and social media accounts.
• Create marketing and branded materials to advance department recruitment efforts, including newsletters, welcome packets, and announcements.
• Travel to scientific meetings to staff department recruitment tables, as needed.
• Complete special projects as assigned.
• Use a purchasing card and complete regular reporting.
• Manage reimbursements for students, employees, and guests.
• Supervise student workers.

Skills

Organizational

Communication

Time management

Faculty support

Team collaboration

Confidential information handling

Education

Bachelor's degree

Tools

Banner

Concur

Candex

Workday

Job description

About the Opportunity

Job Summary The Administrative Coordinator is a key member of the Department of Chemistry and Chemical Biology in the College of Science (COS). Reporting to the department Chair, the Administrative Coordinator works closely with the Chair, other faculty leaders, and academic support staff. The Administrative Coordinator oversees the department’s presence both on campus and virtually, ensuring that faculty, students, staff, and guests are connected with the right information and equipped with the basic resources needed to continue their active roles in teaching, learning, and administration. The Administrative Coordinator assists with faculty searches and promotions; manages department events; prepares and submits human resources management (HRM) related tasks in Workday; serves as the primary onboarding contact for new faculty and staff; and acts as the liaison to the undergraduate American Chemical Society (ACS) chapter. This position offers opportunities to demonstrate organizational and project skills in support of the department’s day-to-day operations.

Key Responsibilities and Accountabilities

Department Administrative Support

• Manage the Department Chair’s and Associate Chairs’ calendars and oversee schedules for visiting faculty and staff candidates


• Oversee travel arrangements for designated department guests, including speakers, presenters, and students


• Arrange payments, honoraria, and reimbursements for guests or students without direct access to Concur; process internal travel reimbursements for students using Concur and for visitors using Candex


• Serve as the Business Manager’s designee for Concur reconciliation


• Oversee office and breakroom supplies for the main office


• Manage access to department spaces; greet faculty, students, staff, and guests; provide information in response to inquiries; and direct individuals to the appropriate person or place


• Manage and distribute incoming and outgoing mail and coordinate with facilities regarding building maintenance and repairs

Faculty and Staff Personnel Administration

• Liaise with the COS Faculty Affairs teams regarding personnel matters, including faculty hiring, merit reviews, tenure, and promotion


• Hire, manage, and oversee student employees for the front office


• Serve as the Concur and student employment backup for the department

Business and Operations Manager

• Submit and track new positions, including postdoctoral fellows, research and administrative staff, temporary non-students, student employees, and visiting scholars and students

Scheduling Management for Department Meetings and Events

• Oversee centralized schedules for all shared department spaces, including conference rooms, part-time faculty offices, and hoteling offices


• Coordinate schedules for department events and other key department business


• Manage department events, including fall orientation, the annual poster session, Graduate Open House, and graduation


• Coordinate social events for student groups, including the Graduate Student Association and the Northeastern University Chapter of the American Chemical Society

Communications and Web Content Management

• Liaise with the COS Marketing and Communications team regarding website content postings


• Manage department internal sites, distribution lists, and social media accounts


• Create marketing and branded materials to advance department recruitment efforts, including newsletters, welcome packets, and announcements


• Travel to scientific meetings to staff department recruitment tables, as needed

Additional Accountabilities

• Complete special projects as assigned


• Use a purchasing card and complete regular reporting


• Manage reimbursements for students, employees, and guests


• Supervise student workers

Minimum Qualifications

• Bachelor's degree required


• Minimum of three years of relevant professional experience in an academic, business, or related environment


• Strong organizational, communication, and time management skills


• Ability to assist and work with faculty, students, staff, and guests in an academic or similar professional environment


• Proven ability to work independently and as a member of a team in a fast-paced environment


• Ability to manage confidential and sensitive information


• Experience with Banner, Concur, Candex, or Workday

Applicants must include the following documentation

• Resume


• Cover Letter

Additional Information

The University is unable to work sponsor for this role, now or in the future. Position Type General Administration

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. 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.

Compensation Grade/Pay Type: 107S Expected Hiring Range: $53,615.00 - $75,728.75 With the pay range(s) shown above, the starting salary will depend on several factors, which may include your education, experience, location, knowledge and expertise, and skills as well as a pay comparison to similarly-situated employees already in the role. Salary ranges are reviewed regularly and are subject to change.

Founded in 1898, Northeastern is a global research university and the recognized leader in experiential lifelong learning. Our approach of integrating real-world experience with education, research, and innovation empowers our students, faculty, alumni, and partners to create worldwide impact. Our global university system provides our community and academic, government, and industry partners with unique opportunities to think locally and act globally. The system - includes 14 campuses across the U.S., U.K., and Canada, 300,000-plus alumni, and 3,000 partners worldwide - serves as a platform for scaling ideas, talent, and solutions. The university’s residential campuses for undergraduate and graduate degrees are located in Boston, London, and Oakland, California. Our research and graduate campuses are in the Massachusetts communities of Burlington and Nahant; Arlington, Virginia; Charlotte, North Carolina; Miami; Portland, Maine; Seattle; Silicon Valley, California; Toronto; and Vancouver. Northeastern’s personalized, experiential undergraduate and graduate programs lead to degrees through the doctorate in 10 colleges and schools across our campuses. Learning emphasizes the intersection of data, technology, and human literacies, uniquely preparing graduates for careers of the future and lives of fulfillment and accomplishment. Our research enterprise, with an R1 Carnegie classification, is solutions oriented and spans the world. Our faculty scholars and students work in teams that cross the world.