Administrative Specialist

About the Opportunity Job Description: The Department of Mechanical and Industrial Engineering (MIE) at Northeastern University seeks an experienced and people-focused Administrative Specialist to provide an advanced level of administrative support across department events, academic operations, and visitor services. Reporting to the Business Manager, this position leads the planning and execution of department meetings and events throughout the year - including reserving space, transportation, facilities, and audiovisual arrangements, coordinating catering and set-up/breakdown, and coordinating virtual meetings via Teams or Zoom - and arranges accommodations and itineraries for visiting speakers, faculty candidates, and distinguished guests. The Administrative Specialist also provides administrative support for academic programs, assists with course scheduling and curriculum documentation logistics, and gathers the visitor information needed to support visa and immigration processing for visiting students and scholars. Assignments are often varied and complex, requiring ingenuity and independent judgment. This individual serves as a go-to resource for the department - identifying problems, recommending solutions, and maintaining the smooth day-to-day rhythm of a busy academic engineering department. Minimum Qualifications 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 serving as a primary point of public contact in a multi-constituent environment (students, faculty, visitors, vendors). Experience coordinating event logistics and preparing communications materials, including web content and print materials. Skills and Competencies Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) required. Demonstrated ability to manage competing priorities, make sound independent decisions, 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. 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. High level of discretion and ability to handle confidential information with professionalism and sound judgment. Strong organizational skills with attention to detail and follow-through; resourceful and committed to building deep institutional knowledge of department programs, faculty, and university resources. Knowledge of Electrical and Computer Engineering and academia a plus. Event Planning & Coordination Lead end-to-end logistics for department events, including the seminar/speaker series, Capstone Design Days (twice yearly), Industry Advisory Board meetings, graduate and departmental orientation, and department-hosted conferences (Fall and Spring). Manage space reservations, transportation, facilities, A/V arrangements, catering, set-up/breakdown, signage, and attendee communications; coordinate virtual meetings via Teams or Zoom as needed. Maintain the department master events calendar and proactively flag scheduling conflicts. Prepare event materials, briefing documents, and printed programs; arrange accommodations and itineraries for visiting speakers, faculty candidates, and distinguished guests, and collect receipts/documentation to route for reimbursement processing. Academic Operations Support Provide administrative support for graduate and undergraduate programs and departmental academic committees, including scheduling meetings, preparing agendas, and taking and distributing minutes. Support course scheduling logistics and catalog/curriculum documentation updates. Assist with gathering and organizing data to support accreditation and program review efforts. Support visiting scholar onboarding coordination (scheduling, orientation logistics) in partnership with other department staff. Visitor Intake for Visa Processing Serve as the department's point of contact for incoming visiting students and scholars who require visa or immigration support. Collect required intake information (invitation details, funding source, appointment dates, host faculty information) and route for approval. Track visitor timelines and proactively follow up with host faculty and visitors to prevent processing delays. Administrative Support & Special Projects Support special projects and other administrative tasks as assigned by the Business Manager. Position Type Temporary 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 #J-18808-Ljbffr