Administrative Assistant

About the Opportunity Job Summary The Main Office Administrative Assistant serves as the primary point of contact for the Department of Mathematics, providing front desk coverage, community services, event coordination, and administrative support to students, faculty, staff, and visitors. The role requires a consistently positive and professional demeanor, strong attention to detail, flexibility, and the ability to manage shifting priorities in a fast-paced environment. Initiative is a priority, including the ability to identify what needs to be done and act independently without needing to be explicitly asked. Strong communication, tact, organizational and computer skills, and a genuine willingness to pitch in and support the department are essential. Key Responsibilities & Accountabilities Front Desk & Community Services Provide consistent front desk coverage, ensuring the reception area projects a professional and welcoming environment; answer the telephone and respond to emails in a timely manner Support students, faculty, staff, and visitors and monitor front desk traffic Maintain a neat and orderly work environment Apply advanced understanding of department programs, policies, and university resources to resolve routine and non-routine inquiries Serve as departmental liaison to Information Technology Services (ITS), Facilities, the copying center, and other university offices Purchasing & Budget Monitoring Purchase and monitor department supplies as needed Maintain detailed Excel purchase records and retain receipts in a shared folder Liaise with student clubs to support their activities and coordinate catering needs Monitor spending across all department purchases and student club budgets Room Management & Facilities Manage room scheduling, ensure functioning audiovisual (A/V) equipment, and arrange seminar room cleaning when required Submit work orders and liaise with Facilities to ensure the department is clean, safe, and fully functioning Maintain office equipment Assist with assigning offices to faculty, graduate students, and visitors Records & Correspondence Maintain organized electronic filing and records management systems Manage department mail, package deliveries, and inter-office correspondence Manage department listservs and email distribution lists and disseminate departmental communications Event Coordination Plan, organize, and coordinate department events, including faculty speaker seminars and other student- and research-facing initiatives Manage event logistics from start to finish, including space reservations, catering, A/V, signage, materials, attendee communications, on-site setup, and post-event follow-up Prepare event materials, briefing documents, and printed programs; manage the department event calendar and flag scheduling conflicts Coordinate travel and hospitality for visiting speakers and faculty candidates and process reimbursements with the Budget Coordinator General Assist with additional projects and administrative tasks as needed Minimum Qualifications Required Associate's degree Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams Consistently positive attitude and professional demeanor with strong attention to detail Ability to work in a fast-paced environment, manage competing priorities, and remain flexible as priorities shift Outstanding interpersonal and communication skills, with the ability to interact professionally with individuals at all levels, internal and external to the department, with tact and diplomacy Readiness to take on responsibility and willingness to pitch in and help others Strong initiative, with the ability to identify what needs to be done and act independently without close supervision Demonstrated ability to manage competing priorities, exercise sound independent judgment, and carry out complex assignments with minimal supervision Excellent written and verbal communication skills, including the ability to draft professional correspondence, presentations, and reports on behalf of the department High level of discretion in handling confidential information Preferred Bachelor's degree Experience with university systems such as Concur or Workday 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 Grade/Pay Type: 106H Expected Hiring Range: $23.37 - $32.14 With the pay range(s) shown above, the starting salary will depend on several factors, which may include your education, experience, location, knowledge and expertise, and skills as well as a pay comparison to similarly-situated employees already in the role. Salary ranges are reviewed regularly and are subject to change. Founded in 1898, Northeastern is a global research university and the recognized leader in experiential lifelong learning. Our approach of integrating real-world experience with education, research, and innovation empowers our students, faculty, alumni, and partners to create worldwide impact.    Our global university system provides our community and academic, government, and industry partners with unique opportunities to think locally and act globally. The system—which includes 14 campuses across the U.S., U.K., and Canada, 300,000-plus alumni, and 3,000 partners worldwide—serves as a platform for scaling ideas, talent, and solutions. The university’s residential campuses for undergraduate and graduate degrees are located in Boston, London, and Oakland, California. Our research and graduate campuses are in the Massachusetts communities of Burlington and Nahant; Arlington, Virginia; Charlotte, North Carolina; Miami; Portland, Maine; Seattle; Silicon Valley, California; Toronto; and Vancouver. Northeastern’s personalized, experiential undergraduate and graduate programs lead to degrees through the doctorate in 10 colleges and schools across our campuses. Learning emphasizes the intersection of data, technology, and human literacies, uniquely preparing graduates for careers of the future and lives of fulfillment and accomplishment. Our research enterprise, with an R1 Carnegie classification, is solutions oriented and spans the world. Our faculty scholars and students work in teams that cross not just disciplines, but also sectors—aligned around solving today’s highly interconnected global challenges and focused on transformative impact for humankind.