Administrative Coordinator

Administrative CoordinatorThe Administrative Coordinator is a key member of the Department of Chemistry and Chemical Biology in the College of Science (COS). Reporting to the department Chair, the Administrative Coordinator works closely with the Chair, other faculty leaders, and academic support staff. The Administrative Coordinator oversees the department's presence both on campus and virtually, ensuring that faculty, students, staff, and guests are connected with the right information and equipped with the basic resources needed to continue their active roles in teaching, learning, and administration. The Administrative Coordinator assists with faculty searches and promotions; manages department events; prepares and submits human resources management (HRM) related tasks in Workday; serves as the primary onboarding contact for new faculty and staff; and acts as the liaison to the undergraduate American Chemical Society (ACS) chapter. This position offers opportunities to demonstrate organizational and project skills in support of the department's day-to-day operations.Key Responsibilities and AccountabilitiesDepartment Administrative SupportManage the Department Chair's and Associate Chairs' calendars and oversee schedules for visiting faculty and staff candidatesOversee travel arrangements for designated department guests, including speakers, presenters, and studentsArrange payments, honoraria, and reimbursements for guests or students without direct access to Concur; process internal travel reimbursements for students using Concur and for visitors using CandexServe as the Business Manager's designee for Concur reconciliationOversee office and breakroom supplies for the main officeManage access to department spaces; greet faculty, students, staff, and guests; provide information in response to inquiries; and direct individuals to the appropriate person or placeManage and distribute incoming and outgoing mail and coordinate with facilities regarding building maintenance and repairsFaculty and Staff Personnel AdministrationLiaise with the COS Faculty Affairs teams regarding personnel matters, including faculty hiring, merit reviews, tenure, and promotionHire, manage, and oversee student employees for the front officeServe as the Concur and student employment backup for the department Business and Operations ManagerSubmit and track new positions, including postdoctoral fellows, research and administrative staff, temporary non-students, student employees, and visiting scholars and studentsScheduling Management for Department Meetings and EventsOversee centralized schedules for all shared department spaces, including conference rooms, part-time faculty offices, and hoteling officesCoordinate schedules for department events and other key department businessManage department events, including fall orientation, the annual poster session, Graduate Open House, and graduationCoordinate social events for student groups, including the Graduate Student Association and the Northeastern University Chapter of the American Chemical SocietyCommunications and Web Content ManagementLiaise with the COS Marketing and Communications team regarding website content postingsManage department internal sites, distribution lists, and social media accountsCreate marketing and branded materials to advance department recruitment efforts, including newsletters, welcome packets, and announcementsTravel to scientific meetings to staff department recruitment tables, as neededAdditional AccountabilitiesComplete special projects as assignedUse a purchasing card and complete regular reportingManage reimbursements for students, employees, and guestsSupervise student workersMinimum QualificationsBachelor's degree requiredMinimum of three years of relevant professional experience in an academic, business, or related environmentStrong organizational, communication, and time management skillsAbility to assist and work with faculty, students, staff, and guests in an academic or similar professional environmentProven ability to work independently and as a member of a team in a fast-paced environmentAbility to manage confidential and sensitive informationExperience with Banner, Concur, Candex, or WorkdayApplicants must include the following documentation with their application: 1. Resume 2. Cover Letter The University is unable to work sponsor for this role, now or in the future.Position Type: General AdministrationAdditional 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 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: 107SExpected Hiring Range: $53,615.00 - $75,728.75With 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.