Administrative Coordinator, Barnett Institute | Northeastern University

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Administrative Coordinator, Barnett Institute

Company: Northeastern University
Location: Boston, MA
Employment Type: Full Time
Date Posted: 07/19/2024
Job Categories: Education, Collegiate Faculty, Staff, Administration

Job Description

Administrative Coordinator, Barnett Institute

Administrative Coordinator, Barnett Institute

About the Opportunity

The Administrative Coordinator for the Barnett Institute for Chemical & Biological Analysis is an essential position for supporting the Institute's Director and all its activities. The Barnett Institute is a center of excellence in the development and application of technologies for biopharmaceutical characterization and proteomics and systems biology. With more than 50 scientists and an $8 million endowment, the Institute is recognized internationally as one of the premier centers for cutting-edge research and advanced training in analytical chemistry for biomedical applications.

Working with a significant degree of independence, the Administrative Coordinator is responsible for providing efficient, effective, and thoughtful administrative support to the Director and members of Barnett Institute, monitoring the financial health of the Institute, assisting with planning, budgeting, scheduling and execution of the Institute activities and events, and completing special projects as assigned.

The Administrative Coordinator will work under the supervision of the Director, Barnett Institute as part of a closely-knit team that oversees and supports the on-campus operations of the College. This position brings motivated, skilled staff to a role that is key in the day-to-day operations of the Barnett Institute.

This is a hybrid role; two days on-campus and three days remote each week.

Key Responsibilities:

Budget and Resource Management:

Monitor the health of the financial accounts associated with the Institute.
Track expenses, make purchases, and reconcile the expenses against the budgets, in accordance with the Institute polices and regulations.
Prepare and maintain regular spending reports and projections for Institute-related activities and accounts.

Administrative Management of Internal Activities of the Institute:

Coordinate internal events, including managing scheduling, space reservations and logistics for student/faculty presentations and research meetings
Support internal scientific or administrative projects, including tracking deliverables, ensuring adherence to the deadlines, and assisting with preparation of presentations and reports
Coordinate compilation, organization and maintenance of the internal scientific and administrative records and documentation.
Working in close collaboration with the COS Marketing & Communications team, maintain media accounts for the Institute

Administrative Management of External Activities of the Institute:

With minimal supervision, and when directed by Director, plan, schedule, budget, and execute key events with external participants (at least three major events throughout the year, including conferences, summer school, and experiential interdisciplinary training)
Coordinate all internal and external scientific programming: plan detailed schedule and event-specific budget, verify speaker availability, organize and store internal and external scientific materials.
Maintain websites/web media related to the event, including both the scientific and the logistics information
Handle all day-to-day administration and logistics of events and programs: monitor attendee registration, assist with the selection of participants, reserve space, book AV and computer support, secure food, support issues resolution.
Serve as point of contact for event speakers and participants, provide support through a variety of communication channels to respond to inquiries before/after events, prepare helpful itineraries and briefings as needed, assist with speaker travel reservations and reimbursements, support issues resolution.
Assist in preparing summaries of the events for reporting
Maintain all video and other educational materials from events

Special Projects for Director, Barnett Institute:

With minimal supervision - coordinate special initiatives as directed by Director; these may include faculty and staff award programs, employee outreach, coordinating new committees, drafting agendas and project schedules, assisting in preparing presentations and reports.
Manage ongoing projects including tracking outstanding or missing items, identifying and escalating issues as appropriate, troubleshooting issues or referring to the correct individual.

Qualifications:

Associate's degree required, with a minimum of three years' professional work experience in nonprofits, education, or related fields
Demonstrated ability to assist and work with academic leadership, faculty, students, and staff
Ability to read, prepare and organize financial documents and budgets, and track expenses
Proven experience in event coordination and planning, preferably in a higher education or similar environment
Strong organizational skills and attention to detail, with the ability to manage multiple projects simultaneously
Excellent oral and written communication, and interpersonal skills to provide support to a diverse array of audiences through a variety of channels
Creative thinking and problem-solving abilities to overcome challenges and ensure seamless event execution; ability to work effectively in a fast-faced and diverse environment
Familiarity with Word, Excel, PowerPoint, as well as with web content management systems including WordPress

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.

Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff. Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion.

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 learn more about Northeastern University's commitment and support of diversity and inclusion, please see www.northeastern.edu/diversity.

To apply, visit https://northeastern.wd1.myworkdayjobs.com/en-US/careers/job/Boston-MA-Main-Campus/Administrative-Coordinator--Barnett-Institute_R126643

Contact Information

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Company Name: Northeastern University
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Website: https://apptrkr.com/5447303...

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