Administrative Assistant Job at Northeastern University in Lexington

Overview

About the Opportunity

The Administrative Assistant will offer general administrative support to faculty and group chairs, including frontline assistance on academic and administrative matters such as book orders, final exam scheduling, preparing and duplicating course materials, collecting syllabi, assisting with grade change forms, and addressing registrar-related inquiries. The role also serves as a primary source of information for faculty and coordinates dissemination and collection of essential information.

This position also involves communicating with and recruiting student workers for departmental roles, tracking timesheets (Teaching Assistants, Research Assistants, Work Study, and Co-op positions), and supporting Group Chairs in tracking and maintaining departmental budgets and reconciling expenses. The individual will coordinate and assist faculty with travel and funding authorizations, contracts, Concur reimbursement reports, and manage office operations across various suites and front desk functions. Responsibilities further include overseeing building facility issues, managing office communications, ordering and maintaining office inventory, and aiding in the organization of meetings and events, including workshops, conferences, and seminars, while providing exceptional customer service to all stakeholders, including faculty, students, and parents.

Responsibilities

• Academic and Faculty Support (40%): Provide administrative support for teaching, research, and service activities; manage workflows; handle deadlines; tasks include processing book adoptions, preparing classroom materials, scheduling final exams with the registrar, completing change of grade forms, arranging make-up exams and accommodations, hiring student assistants, tracking timesheets, communicating hire details and deadlines, supporting committee activities, proofreading manuscripts, and preparing bibliographic references for journal publications.
• Group Chair Support (20%): Assist with departmental budgets by monitoring expenses and facilitating purchases; support faculty recruitment and onboarding; contribute to special projects or other tasks as needed.
• Front Desk Operation & Office Management (20%): Oversee daily front desk operations, manage office equipment and supplies, properly filing and disposing of sensitive documents (exams and student records), sort mail and coordinate shipments, handle departmental communications, ensure front desk coverage during operating hours, and submit facilities work requests. Serve as the primary point of contact for external and internal inquiries.
• Event Planning (10%): Assist with planning, coordination, and execution of events (group meetings, workshops, conferences, and seminars); arrange catering and supplies, coordinate AV and travel for speakers, book rooms/spaces, staff events, and collaborate with the Events and Communications team to ensure compliance with University and School standards.
• Special Assignments (10%): Carry out special initiatives, monitor progress, and ensure work is completed accurately and on time.

Minimum Qualifications

• Associate degree or equivalent (Bachelor’s preferred)
• 2-4 years’ relevant experience (experience in Education is a plus)
• Knowledge of office administration practices and processes
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Outlook); basic knowledge of PDF
• Excellent interpersonal and written communication skills, including very strong writing and proofreading abilities
• Ability to plan, organize, and set priorities; time management; attention to detail

Documents to Submit

• Resume
• Cover Letter

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.

Compensation

Compensation Grade/Pay Type: 106H

Expected Hiring Range: $23.02 - $31.66

With the pay range shown above, the starting salary depends on education, experience, location, knowledge and skills, and a pay comparison to similarly situated employees. Salary ranges are reviewed regularly and are subject to change.