Administrative Coordinator, Science Department Operations

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

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.