Administrative Assistant

Administrative Assistant

Are you ready to make a difference at the heart of a renowned university? We're seeking a detail-oriented, organized, and proactive Departmental Administrative Coordinator for our academic team in Boston, MA. If you thrive in fast-paced academic environments and enjoy supporting students, faculty, and high-profile events, this role is for you!

Responsibilities

• Coordinate and support departmental events (Graduation Dinner, Research Day, Lunch & Learns, Guest Dinners, Class Photo logistics)
• Manage onboarding processes for students (Kit Distribution, CAGS Orientation, Research Orientation) and faculty (Faculty Packets, reviews)
• Assist with academic functions, including Mock Boards, course scheduling, registrar duties, and SLC scheduling
• Maintain departmental calendars and schedules; coordinate meetings and room requests for Faculty, Academic Affairs, and ISSO
• Track and approve faculty time off requests
• Support accreditation and compliance efforts, including CODA preparation and documentation
• Facilitate resident applicant interviews and coordinate travel and hotel arrangements for residents and faculty
• Manage procurement and inventory (office/research supplies, scrub ordering, name plates) using university systems
• Oversee student administrative processes (SSN documentation, VA Scholarship coordination)
• Prepare and distribute department dashboards and reports
• Assist faculty with drafting and processing Letters of Recommendation (LORs)
• Provide general administrative support and communication coordination; attend meetings as required
• Other departmental tasks as requested

Qualifications

• Proven experience in administrative coordination, preferably in higher education or an academic setting
• Exceptional organizational, multitasking, and event-planning skills
• Highly detail-oriented with the ability to meet multiple deadlines
• Strong communication and interpersonal skills
• Proficiency with MS Office and university procurement/calendar systems preferred
• Ability to work 100% onsite (no remote/virtual options)
• Professionalism, discretion, and a proactive attitude

Ready to grow, learn, and make your mark? Apply now with your up to date resume to become a key member of our dynamic academic team in Boston!