Summary
About the Opportunity
The Program Assistant is a key member of the Linguistics Program team within the College of Science (COS). Working closely with the Program Director, other faculty leaders, and academic support staff, the Program Assistant oversees the presence of the program both on campus and virtually. As a key member of the team, the Program Assistant ensures that faculty, students, staff, and guests alike are connected with the right information and equipped with the basic resources to continue their active roles of research, teaching, learning, and administration.
The Program Assistant will be charged with overseeing student employees, managing program space effectively, and given opportunities to demonstrate their organizational and project skills on a day-to-day basis. This position brings motivated, skilled staff to a role that is key in the day-to-day operations of the program.
This position will be 30 hours per week and is benefits-eligible.
Responsibilities
Front Office Management - Greet faculty, students, staff, and other guests to the main office while also providing them helpful information related to their inquiries and directing them to the appropriate person or place. Provide general support to the Program Director and/or Associate Program Director on projects as needed. If applicable: hire, manage, and oversee student employees for the front office, and ensure basic office supplies and related materials are ordered and stocked, and the office maintained.
Oversee scheduling and use of program offices and spaces. Work with COS and University offices as appropriate to repair or renovate program spaces. Coordinate the use, repair, replacement, and disposal (as needed) of program assets, such as conferencing technology or other shared equipment. Keep centralized inventory of all shared program equipment. Assign keys and/or card swipe access as appropriate to program faculty, staff, or students. Keep clear inventory of access granted and keys signed out.
Faculty and Visitor Administrative Support – Assist program faculty by training them on use of appropriate University systems (example: train faculty to prepare expense reports in Concur). Make logistical travel arrangements for designated program guests (speakers, presenters) on behalf of the Program Director. Arrange for payment, honorarium, and/or reimbursements directly on behalf of guests or students (i.e. those without direct access to Concur) for authorized expenses.
Act as the main point of contact for main campus faculty about Northeastern University resources, administrative support, key contacts, and enterprise systems. Communicate important information to faculty, including a list of important dates at the beginning of the semester.
Program Operations, HR and Financial Transaction Initiations - Make purchases and payment requests, and initiate other actions to support authorized spending of department funds. Track and reconcile program spending against budget; keep clear accounting of all program funds and expenditures.
Work with COS Dean’s Office regularly on budget reconciliations as well as other operational matters, such as one-time payment requests.
Academic Administration Support - Support program leadership with special projects related to the academic administration of the program, including but not limited to: collecting data, administering surveys, updating key program directories, and overseeing course scheduling.
These duties will also include managing TRACE evaluations, scheduling final exams, and other duties as assigned by Program Director related to the effective administration and growth of the program.
Communications and Event Support – Support the program’s outreach strategy and needs by developing website content (with COS Marketing & Communications team), managing related program sites, organizing outreach events, and helping to create other collateral to advance the program’s mission. This may include assisting the Program Director or other program leaders create regular newsletters, welcome packets, or other outreach for recruitment, alumni connections, or other.
Qualifications
Bachelor’s degree required in a related field. Candidate should have a minimum of three years of relevant professional experience in an academic or business environment. Candidate must demonstrate strong organizational, communication, and time management skills. Successful candidates will also demonstrate an ability to assist and work with faculty, students, staff, and other guests in an academic or similar environment. Proven success working both independently and as a member of a team in a fast-paced and diverse environment is essential.
The College of Science maintains a strong culture of collaboration amongst our faculty and staff: successful candidates will demonstrate a respect for the work of their colleagues and a focus on achieving our shared goals in a highly collaborative manner.
Position Type
Academic 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.
