About the Opportunity
The Administrative Operations Manager is a key member of the PhD Network team who ensures that the office and supporting functions operates smoothly and efficiently on behalf of all PhD Network initiatives.
Responsibilities:
The main goals of the Administrative Operations Manager is to ensure that the office operates smoothly and efficiently. The Administrative Operations Manager duties and responsibilities usually include overseeing student workers, receiving and directing visitors, handling or delegating basic office tasks, ensuring data in enterprise systems are up to date and accurate, website maintenance and management, event planning and executive assistant functions. The Administrative Operations Manager will hire and oversee work study support, ensure that the PhD Network office suite is organized and equipped to support all activities efficiently and leveraging the full scope of university systems.
Qualifications:
A passion to support the graduate education mission. Bachelor’s degree required with a Master’s preferred. Minimum of 2 years of experience in higher education with specific experience in a high paced office environment. Student service experience preferred. Applicant must be self-motivated, anticipate problems and demonstrate significant independent judgment – must be able to take initiative and follow through on tasks independently. Ability to navigate and manipulate datasets and to use and run reports from enterprise systems is a requirement. Demonstrated record of collaboration, establishment of effective processes, commitment to process and self-improvement, high quality standards and integrity is required. The position requires collaboration with colleagues from different disciplines and functions, critical thinking, attention to detail, and excellent communication (verbal and written) skills. Computer skills are essential along with an aptitude to learn new tools. Commonly used software packages include the Microsoft packages, Adobe suite, SharePoint, WordPress, MailChimp, Smartsheet, Salesforce.
Job Duties:
15% | Office Management:
Maintain an inviting and functioning student-centered office environment
Ensure that office supplies are readily available and that procurement demonstrates sensitivity to cost
Hire, task and supervise work study students
Anticipate space needs and propose solutions
Ensure the reception area is always staffed.
Website management ensuring that information about PhD Network activities and opportunities are posted and up to date.
20% | Calendar management and meeting support (e.g. Executive Assistant functions):
Provide calendar support to the Vice Provost for the PhD Network
Coordinate with assistants to schedule group meetings for the broader PhD Network team
Interact with executive assistants across campus and resolving scheduling conflicts
Basic event planning for meetings ensuring that participants have required materials, room reservation (as needed) and minutes are distributed
15% | Event planning/coordination:
This position will be responsible for the logistics of the PhD Network activities (meetings, conferences and workshops as necessary).
Handles elaborate event coordination for signature events hosted by the PhD Network, including but not limited to: (Annual events) Fall PhD Orientation, Fall PhD Pop-Up: Resource Showcase and Networking Social, Experiential PhD Expo, recruitment activities, workshops and retreats.
35% | Data administration and financial transactions / management
Manage data for Experiential PhD programs (Industry Phd and LEADERs) through data entry in Salesforce to track partner and student participation
Invoice partners for Experiential PhD related fees and monitor and track receipt of payment
Produce and draft reports and other complex documents and materials reflecting PhD student and Postdocs activities and outcomes
Gathers data, conducts research and organizes information about PhD / Postdoc programming and activities
Creates and maintains spreadsheets and databases, prepares reports, tables and charts
Generate Salesforce reports and dashboards to monitor progress to goals
Uses enterprise tools such as Smartsheet and Salesforce to collect, organize, maintain and manage data through workflows.
15% | Special projects:
Perform special projects as needed such as social media campaigns, website upgrades, materials organization.
Implement Smartsheet solutions to support PhD Network workflow requirements.
Prepares and drafts letters, memos, reports, brochures, newsletters and other material for the department
Proofreads and edits documents
Designs graphics and layout for brochures, presentations and other materials
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.
Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff. Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion.
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.
To learn more about Northeastern University’s commitment and support of diversity and inclusion, please see www.northeastern.edu/diversity.
