Operations Assistant - SECURE Center

Northeastern University; Boston (MA); Remote; USD 45,000 - 75,000; Full time

Job summary

An established industry player seeks an Operations Assistant to enhance project management and community engagement efforts. This role is pivotal in ensuring the smooth operation of the SECURE Center, coordinating initiatives that align with its mission. You will manage timelines, budgets, and facilitate collaboration across diverse teams while fostering relationships with community partners. Your organizational skills will be key in executing events and maintaining compliance with guidelines, contributing to impactful solutions. Join this vibrant environment where your contributions will amplify the SECURE Center's visibility and mission, making a real difference in the community.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

Paid Time Off

Tuition Assistance

Wellness Programs

Retirement Plan

Commuting Assistance

Qualifications

• 2-3 years of experience in project management or operations.
• Exceptional interpersonal skills for relationship-building.

Responsibilities

• Manage daily operations and project milestones.
• Coordinate events and community engagement activities.

Skills

Project Management

Communication Skills

Interpersonal Skills

Problem-Solving

Organizational Skills

Adaptability

Education

Bachelor's Degree in Business Administration

Bachelor's Degree in Operations Management

Bachelor's Degree in Communications

Tools

Monday.com

Slack

Google Drive

Job description

Operations Assistant - SECURE Center

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.

JOB SUMMARY

The Operations Assistant ensures the successful planning and execution of initiatives within their Region. Reporting to the Co-Regional Center Director (Chief Research Operations Officer) and working closely with the National Operations Lead, this role focuses on managing projects that align with the goals of the SECURE Center. They are responsible for ensuring the day-to-day operations of their Regional Center, alignment with the National Center, and maintaining compliance with NSF and federal guidelines. They oversee progress on deliverables, facilitate team collaboration, and manage timelines, budgets, and risk mitigation strategies to achieve program outcomes. The Operations Assistant does not have direct reports but leads collaboration across interdisciplinary teams and provides guidance to project contributors.

The Operations Assistant plays a critical role in supporting the SECURE Center's mission by coordinating regional co-creation stakeholder activities and community engagement efforts. This position ensures that regional stakeholders are effectively engaged in discovery, design, and testing processes, contributing to the development of impactful solutions. By fostering strong relationships with community partners and stakeholders, the Operations Assistant amplifies the SECURE Center's visibility and mission locally. This role provides logistical and operational support for regional teams and events, ensuring smooth collaboration, effective communication, and alignment with center-wide goals.

Northeastern is a global university and Research Administration supports its team working remotely. Remote locations and work schedules are determined based on operational needs and in consultation with Team members, consistent with university policies and guidance.

MINIMUM QUALIFICATIONS

Required Qualifications:

1. Education: Bachelor's degree in business administration, operations management, communications, or a related field. Equivalent experience may substitute for degree requirements.
2. Experience: 2-3 years of experience in project management, operations, community engagement or a similar role in research, academic, or nonprofit organizations.
3. Communication and Relationship-Building: Exceptional interpersonal skills, with the ability to build and maintain relationships across diverse teams and stakeholder groups.
4. Technical Proficiency: Experience with project management tools (e.g., Monday.com), CRM databases, and online communication platforms (e.g., Slack, Google Drive).
5. Event Management Skills: Demonstrated ability to plan, organize, and execute events, meetings, and workshops, including logistics coordination and virtual platform management.
6. Organizational Abilities: Highly detail-oriented with excellent organizational skills, capable of managing multiple priorities and meeting tight deadlines.
7. Problem-Solving and Adaptability: Excellent problem-solving and troubleshooting skills with the ability to thrive well in ambiguity and work effectively under minimal supervision.
8. Familiarity with human-centered design, agile methodologies, and design thinking processes.

Desired Qualifications:

1. Previous experience with sponsored research projects or interdisciplinary teams.
2. Previous experience with large, complex, multi-location programs.

KEY RESPONSIBILITIES & ACCOUNTABILITIES

(40%)

1. Execute operations and project management strategies developed by the National Operations Lead, ensuring that the Regional Center's strategies align with SECURE Center objectives.
2. Oversee daily operations, tracking progress on project milestones, resource allocation, and risk management, and report any operational challenges to the National Operations Lead.
3. Coordinate the use of collaborative tools and digital platforms to streamline communication and project workflows.
4. Ensure compliance with institutional, sponsor, and industry guidelines, while monitoring and reporting on project deliverables.
5. Database Management: Maintain up-to-date information for regional contacts as part of a national contacts database, noting their level of participation as a community member and/or a stakeholder. Provide regular updates to the National Community Coordinator.
6. Contribute regionally relevant content to the SECURE Center webpage and digital platforms, reflecting ongoing regional engagement activities and enhancing the center's community presence and accessibility within the broader community.
7. Work with the Co-Directors, Design Leads and Community Engagement lead to build and maintain relationships with community partners and organizations.

(30%)

1. Facilitate team meetings and maintain ongoing communication with the regional co-design team to address concerns, identify opportunities, and ensure the success of collaborative initiatives.
2. Assist in the design and implementation of user adoption strategies for products developed within the SECURE Center, working closely across teams to deliver user training and support.
3. Plan and execute Regional Center meetings, workshops, and other events, handling venue setup, catering, and participant communication. Coordinate with the National team to align regional events with center-wide goals and initiatives.
4. For assigned meetings, prepare agendas, document notes, and track action items to ensure follow-through on decisions and responsibilities.
5. Manage virtual meeting logistics, ensuring smooth setup and resolving technical issues for remote participants as needed.
6. Oversee the Regional Center's team calendar, tracking and scheduling engagements, presentations, and events to keep all team members informed and prepared.

(20%)

1. Track key performance indicators (KPIs) for the Regional Center, reporting on operational effectiveness, program outcomes, and resource utilization to the National Operations Lead.
2. Maintain and update dashboards, reports, and other communication tools to provide real-time updates to sponsors, stakeholders, and Northeast Regional leadership.
3. Implement regional onboarding and training processes for new team members in alignment with National guidance, including providing access to tools and orientation to team processes.
4. Provide training and support to regional staff on using engagement tools and processes.
5. In collaboration with the National Coordinator, implement and facilitate Regional Center team-building events, workshops, and activities to strengthen collaboration and support a positive work culture.
6. Foster a collaborative and inclusive environment that aligns with the SECURE Center's mission and values.

(10%)

1. Support the professional development of research staff and graduate assistants at the Northeast Regional Center by providing guidance on operations, project management, and best practices.
2. Ensure an inclusive work environment, fostering collaboration and effective communication within teams.
3. Other duties, as assigned.

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.

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 apply, visit https://northeastern.wd1.myworkdayjobs.com/en-US/careers/job/Boston-MA-Main-Campus/Operations-Assistant---SECURE-Center_R131655