Administrative Specialist

Northeastern University

Brooklyn, NY

# Administrative SpecialistApplylocations: Boston, MA (Main Campus)time type: Full timeposted on: Posted Todayjob requisition id: R140360**About the Opportunity****JOB SUMMARY:**The Department of Chemical Engineering at Northeastern University seeks an experienced and people-focused Department Administrative Specialist to serve as the welcoming face and operational anchor of the department's Cullinane Hall suite. This is a front-line, high-contact role at the center of daily department life — the primary point of contact for all students, faculty, staff, visitors, and guests who interact with the department in person, by phone, or via email. Operating with a high degree of independence and professional judgment, the Administrative Specialist provides an advanced level of administrative support across the full range of department operations: reception and constituent services, office and facilities management, event coordination, financial processing, and faculty support. Assignments are often varied and complex, requiring ingenuity and initiative. This individual serves as the department's go-to resource — identifying problems, recommending solutions, improving processes, and maintaining the smooth operational rhythm of a busy academic engineering department. **MINIMUM QUALIFICATIONS:****Education & Experience:*** Bachelor's degree required.* Minimum of 2–4 years of progressive administrative experience in a fast-paced office environment; experience in a university or academic setting strongly preferred.* Demonstrated experience as a primary point of public contact in a multi-constituent environment (students, faculty, visitors, vendors).* Experience hiring, training, and supervising student workers or junior staff preferred.* Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) required; experience with university systems such as Banner, ePaws, Concur, or Workday preferred.* Demonstrated ability to manage competing priorities, make sound independent decisions, and carry out complex assignments with minimal supervision.* Outstanding interpersonal and customer service skills; ability to interact professionally and warmly with individuals at all levels, including students, faculty, senior administrators, and industry guests.* 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 and ability to handle confidential information with professionalism and sound judgment.* Ability to work across multiple buildings on the Boston campus, occasionally as needed. Hybrid schedule of 3 days on campus each week, subject to change for business needs. **KEY RESPONSIBILITIES & ACCOUNTABILITIES:****Primary Point of Contact & Constituent Services*** The Department Administrative Specialist is the first — and most lasting — impression of the Chemical Engineering department. At this level, the role goes beyond routing and greeting: the Specialist applies advanced departmental knowledge to resolve non-routine inquiries, interpret policy, and recommend courses of action.* Serve as the primary in-person, phone, and email point of contact for students, faculty, staff, visiting researchers, prospective students, industry partners, and department guests; ensure the reception area consistently projects a professional, welcoming environment.* Apply an advanced understanding of department programs, policies, procedures, and university resources to resolve routine and non-routine inquiries; exercise independent judgment on complaints, exceptions, and escalations, providing recommendations to department leadership on the most complex matters.* Serve as the department's institutional guide for students navigating administrative processes — directing them to appropriate resources for registration, petitions, co-op, research opportunities, and more.* Manage the department's general communications inbox; screen and route incoming calls and email, draft professional responses on behalf of the department, and communicate critical information including deadlines, announcements, and procedural updates **Office Operations & Facilities Management*** The Administrative Specialist is the operational steward of the department's Cullinane Hall suite, responsible not only for maintaining efficient daily functions but for identifying and implementing process improvements as the department evolves.* Oversee day-to-day operations of the department suite, including common areas, conference rooms, storage, and adjacent office areas; identify operational gaps and implement solutions to improve workflow and space efficiency.* Maintain organized electronic filing and records management systems; monitor and order office supplies and equipment; submit and track facilities work orders for maintenance, repair, and space needs.* Coordinate onboarding and offboarding logistics for faculty, staff, visiting scholars, and research personnel — office assignments, access cards, computer setup, and building orientation.* Manage department mail, package deliveries, and inter-office correspondence; serve as departmental liaison to Facilities, ITS, and other university service offices.* Recruit, hire, train, and supervise undergraduate student workers supporting reception and administrative operations; assign tasks, monitor hours, approve timesheets, and process hiring submission for faculty research positions. **Events Coordination & Special Projects*** The Administrative Specialist leads all aspects of department event planning and execution, overseeing logistics, communications, and budget, and conducting post-event analysis to drive continuous improvement.* Lead end-to-end logistics for department events including the visiting seminar speaker series, faculty interviews, Industrial Advisory Board (IAB) meetings, student town halls, orientation sessions, seminar series, and departmental celebrations — from initial planning through post-event closeout.* Manage all event logistics: space reservations, catering, A/V coordination, signage, supplies, name badges, attendee communications, and reimbursement processing for guests and speakers.* Prepare event materials, briefing documents, and printed programs; maintain the department events calendar and proactively flag scheduling conflicts with appropriate lead time.* Develop and refine event management processes and checklists; conduct post-event analysis to evaluate outcomes and improve quality and consistency of future events.* Support high-visibility department initiatives by drafting correspondence, preparing presentations, and carrying out special assignments — setting plans, coordinating stakeholders, monitoring progress, and problem-solving as needed. **Faculty & Academic Administrative Support*** The Administrative Specialist provides reliable, professional, and substantive administrative support to Chemical Engineering faculty — enabling faculty to focus on teaching, research, and scholarship.* Serve as the knowledgeable departmental resource for faculty on Northeastern's administrative procedures, enterprise systems (ePaws, Concur, Banner, Workday), key contacts, and academic calendar deadlines; proactively share important dates and updates at the start of each semester.* Process and track expense reimbursements, travel bookings, purchase orders, and procurement transactions in compliance with university policy; reconcile procard transactions, monitor budget expenditures, and flag discrepancies to the appropriate administrator.* Support faculty research logistics — coordinating vendor visits, managing shipping and receiving of research materials, and assisting with grant-related administrative tasks.* Coordinate faculty and committee meetings: prepare agendas, take and distribute minutes, and follow up on action items; prepare and proofread correspondence, reports, and presentations on behalf of faculty and department leadership.* Maintain department records including faculty directories, committee rosters, and course listings; gather and synthesize data for accreditation, program reviews, and internal planning; support adjunct and visiting faculty onboarding and faculty search logistics. **DOCUMENTS REQUIRED:**ResumeCover 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 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:**107S**Expected Hiring Range:**$53,615.00 - $75,728.75*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.*
J-18808-Ljbffr Northeastern University

Apply

Vacancy posted 3 days ago

Similar jobs that could be interesting for youBased on the Administrative Specialist in Brooklyn, NY vacancy

Administrative Specialist
Large Business and International Services What is Large Business and International Services? A description of the business units can be found at: Positions are to be filled in following area: ~ LBI - Office of Program and Business Solutions - 2 Vacancies...
Suggested
Work at office
US Government Jobs
Brooklyn, NY
4 days ago
Administrative Specialist
$19.82 per hour
...New Americans Initiative Administrative Assistant (Flatbush YMCA)Part-Time / Regular$19.82 HourlyThe YMCA of Greater New York is here for all New Yorkers — to empower youth, improve health, and strengthen community. Founded in 1852, today the Y serves a diverse population...
Suggested
Full time
Part time
Work at office
YMCA
Brooklyn, NY
5 days ago
Administrative Specialist
$15 - $22.69 per hour
...Job Posting: About the Role Join Ferguson Enterprises as a DC Administrative Associate and be part of an outstanding team that values collaboration and excellence. This role offers an outstanding opportunity to contribute to our ambitious goals and work within an encouraging...
Suggested
Hourly pay
For contractors
Work at office
Local area
Ferguson Enterprises
Brooklyn, NY
4 days ago
Administrative Specialist
...We are looking for the next valuable addition to our business family. In this role you will provide administrative support for the farm management, real estate, and appraisal services we provide under the direction of the office manager. If you are an energetic and motivated...
Suggested
Part time
Work at office
Hertz Farm Management
Brooklyn, NY
3 days ago
Administrative Specialist I
$39.24k - $68.68k
...Final dispositions are also researched for the FBI National Instant Criminal Background Check System (NICS). The CCH/NICS Administrative Specialist I position is located within the Criminal Information and Identification Section (CIIS) of the North Carolina State Bureau...
Suggested
Full time
Work at office
Local area
Monday to Friday
Night shift
North Carolina Association of Official Court Reporters
Brooklyn, NY
1 day ago
Administrative Specialist
...Diaconia is seeking an Administrative Specialist, Senior to join our team in a DoD environment. You will coordinate executive calendars, prepare briefing materials, and support directorate operations to ensure seamless day-to-day activities. The role requires 10+ years...
Diaconia
Brooklyn, NY
1 day ago
Administrative Specialist
$26.55 - $42.4 per hour
...Job Details Location: New York, New York Shift: Day (United States of America) Description: Experience a mission-driven career. Administrative Business Associate - Nursing Administration -Full time Days New York-Presbyterian has a long tradition of bringing hope, health...
Hourly pay
Full time
Work at office
Remote work
Monday to Friday
Shift work
NewYork-Presbyterian
Brooklyn, NY
4 days ago
Administrative Specialist
$21 per hour
...Location: Boise State University - 1910 W University Drive, Boise, ID 83725 We are hiring immediately for a full time ADMINISTRATIVE ASSISTANT position. Address : Boise State University - 1910 W University Drive, Boise, ID 83725 Note: online applications accepted only...
Hourly pay
Full time
Temporary work
Part time
Summer holiday
Local area
Immediate start
Remote work
Flexible hours
Chartwells Higher Ed
Brooklyn, NY
1 day ago
Administrative Specialist
...University of Kentucky in Lexington, KY invites applications for an Administrative Services Asst Senior to provide comprehensive administrative support to the Office of the Vice President for Research (OVPR). The role includes calendar coordination, correspondence preparation...
Work at office
University of Kentucky
Brooklyn, NY
18 hours ago
Administrative Specialist
...Nueces County seeks an Office Manager to coordinate daily administrative operations for the County Clerk’s Office in Corpus Christi, TX. Reporting to the County Clerk and Chief Deputy, you will oversee workflow, implement procedures, monitor budgets, and ensure accurate...
Work at office
Crescent Electric Supply
Brooklyn, NY
5 days ago
Administrative Specialist
$49.88k - $58.64k
## Administrative Specialist II - County AttorneyApplylocations: Tucson, AZtime type: Full timeposted on: Posted Todayjob requisition id: JR104220# **Job Description Summary**Department - County Attorney# **Job Description****OPEN UNTIL FILLED****Job Type: Classified***...
Work experience placement
Work at office
Flexible hours
Pima Sheriff
Brooklyn, NY
1 day ago
Administrative Specialist
...Job Summary The Administrative Specialist, within the Department of Medicine Suite, provides comprehensive administrative and operational support to the Department of Medicine and Human Resources. This position is responsible for coordinating departmental communications...
H1b
Work at office
Monday to Friday
SUNY Upstate Medical University
Brooklyn, NY
1 day ago
Administrative Specialist
...Senior Administrative AssistantMercy Home for Children located in the heart of Brooklyn NY is recruiting for a Senior Administrative Assistant to work closely with the Executive Director in managing the overall administrative duties in the agency. This key position will...
Work at office
Immediate start
Mercy Home
Brooklyn, NY
1 day ago
Administrative Specialist
$25.38 - $38.08 per hour
...Wiss, Janney, Elstner Associates, Inc. (WJE) is seeking an Administrative Associate to support our Denver office, located in Lakewood, Colorado. Administrative staff at WJE are encouraged to take on responsibility and seek challenges in their roles. The successful candidate...
Hourly pay
For contractors
Work at office
Immediate start
Worldwide
WJE
Brooklyn, NY
3 days ago
Administrative Specialist
...Position Title: Administrative Specialist Organizational Classification: Group II – Administrative Support FLSA Classification: Non-Exempt Date: May 2023; revised May 2026 Reports to: Province Executive Assistant Job Summary: Provides executive and administrative assistance...
Work experience placement
Work at office
Immediate start
Ancilla Domini Sisters Inc
Brooklyn, NY
3 days ago
Administrative Specialist
...Addus HomeCare, Inc. is seeking an administrative coordinator to support branch operations, HR processes, and vendor/payables. The role emphasizes accurate file maintenance, confidential handling of sensitive information, and collaboration with branch leadership in Albuquerque...
Monday to Friday
Weekend work
Addus HomeCare
Brooklyn, NY
3 days ago
Administrative Specialist
...Alaska Premier Auctions & Appraisals LLC (APAA) is seeking an Administrative & DMV Services Coordinator to support daily office operations, including DMV documentation, invoicing, and recordkeeping. This role reports to the Administrative & DMV Services Manager and serves...
Work at office
Alaska Premier Auctions & Appraisals LLC
Brooklyn, NY
3 days ago
Administrative Specialist
...Williams Lea by RRD is seeking a Senior Administrative Associate (Dual) to provide a range of administrative support, including document production, calendar management, and client matter handling. This role involves training, process improvements, and serving as a SME...
Work at office
Work from home
R.R. Donnelley
Brooklyn, NY
1 day ago
Administrative Specialist
...Clark County School District is seeking an Office Specialist II for West Career Tech Academy in Las Vegas. The role supports administrative tasks and front-desk duties within a high school setting, ensuring smooth office operations. Ideal candidates have at least a high...
Full time
Work at office
Clark County School District
Brooklyn, NY
3 days ago
Administrative Specialist
...Lamar Advertising Company in Tyler, Texas, is seeking an Administrative Specialist to provide extensive administrative, clerical, and receptionist support. You will work with the Office or Business Manager to ensure smooth operation, assist with production, POP, billing...
Work at office
Pomona College
Brooklyn, NY
3 days ago
Administrative Specialist
The Bill & Melinda Gates Foundation is seeking a senior Diagnostics R&D leader to refine TB/HIV diagnostics strategy and manage a high-impact portfolio of investments across discovery, validation, clinical evaluation and implementation. You will work with EDGE, TB Delivery...
Kindora
Brooklyn, NY
2 days ago
Administrative Specialist
...Clerical/Admin - Administrative AssistantPride-Health offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings...
Local area
PRIDE Health
Brooklyn, NY
2 days ago
Administrative Specialist
$20 per hour
...Wisconsin Logos Wisconsin Interstate Logos 5103 S US Hwy 51 Janesville, WI 53546, USA On-site Administrative Full-Time Requisition #: ADMIN006695 Description The Administrative Specialist is the glue that holds the office together! If you’re the type of person that shines in...
Hourly pay
Full time
Contract work
Temporary work
Work at office
Local area
Immediate start
Night shift
Lamar Advertising
Brooklyn, NY
1 day ago
Administrative Specialist
...Spokane County is seeking an Administrative Specialist to provide specialized support for programs within the Public Works Wastewater Division. The role involves handling payments, payroll, data management, and scheduling while maintaining confidential records and supporting...
Work at office
Local area
Spokane County
Brooklyn, NY
3 days ago
Administrative Specialist
...programming and partnerships to support client/community need. Ensures compliance with quality standards and all federal, state, and administrative body laws and regulations. Champions PQI initiatives and ensures adherence to all funding and accreditation requirements....
Work at office
Local area
Remote work
Flexible hours
Afternoon shift
Urban League Of Rhode Island
Brooklyn, NY
3 days ago
Administrative Specialist
$15 - $20 per hour
...Position Details: This position is located in Ada, OK at the SE District Extension Office. This position provides financial and administrative support for extension educators located in the county extension office. The successful candidate will work with the Extension...
Work at office
Local area
Monday to Friday
Afternoon shift
Oklahoma State University
Brooklyn, NY
3 days ago
Administrative Specialist
$20 - $30 per hour
...application due to a disability, contact this employer to ask for an accommodation or an alternative application process. Administrative Specialist Full Time Chesapeake, VA, US Salary Range: $20.00 To $30.00 Hourly Position Summary: Phoenix Group of Virginia seeks an IPT...
Hourly pay
Full time
Contract work
Temporary work
For contractors
Work at office
Flexible hours
PHOENIX Group
Brooklyn, NY
19 hours ago
Administrative Specialist
...Administrative Specialist Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. Posting Details Posting Number S15189P Working Title Administrative Specialist Department...
Full time
Part time
Work at office
Local area
University of Georgia
Brooklyn, NY
2 days ago
Administrative Specialist
...MaineGuide seeks an Administrative Support Specialist to assist the OCFS division in Augusta. The role provides administrative and program support, handling inquiries, coordinating meetings, and maintaining records. You will prepare documents, manage data, and ensure accurate...
MaineGuide.com
Brooklyn, NY
3 days ago
Administrative Specialist
$22 - $30 per hour
...LLC, and Stampede Ventures, LLC—are established general contractors with proven records of success. About this position: Administrative Specialist Location – Belcamp, MD The Essential Duties and Responsibilities are intended to present a descriptive list of the range of...
Contract work
For contractors
Work at office
Shift work
Bering Straits Native Corporation
Brooklyn, NY
1 day ago

Do you want to receive more vacancies?

Subscribe and receive similar vacancies to Administrative Specialist. Be the first to apply!