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Administrative Officer, Art + Design

Northeastern University

Northeastern University

Administration, Design
Boston, MA, USA · Boston, MA, USA
Posted on Thursday, June 27, 2024

About the Opportunity

Job Summary

About the College of Arts, Media and Design

We are a vibrant community of creators, designers, technologists, and communicators applying creativity across disciplines and harnessing emerging technologies to advance human potential and solve the challenges of the future.

Powered by experience-driven teaching, learning and research, CAMD demonstrates that the fields of design, communication, media, and the arts are crucial to the human experience, society, and the development of technology. We empower the next generations of students, researchers, and creative practitioners to create the future by sparking their innovative, creative, curious, and entrepreneurial spirit.

About the Opportunity

Administrative Officers within the College of Arts, Media and Design work as part of a distributed shared service model; working closely in collaboration with academic departments and each other, as well as centralized divisions such as Human Resources, ITS, Finance, Research Grants and Administration, Research and Teaching labs, Events, Marketing, and Graduate programs for the college. This model aims to improve efficiency, provide cross training opportunities, and share resources.

Under the supervision of the Chair of the Department of Art + Design, the Administrative Officer, Art + Design will work collaboratively with the Administrative Officer(s), Architecture to provide an advanced level of administrative support to department faculty, staff and students within both departments, under a minimal level of supervision. Administrative Officers work collaboratively to support multiple departments, in a distributed shared service model. Each academic department has its own unique needs and requirements; as such, the Administrative Officer works closely with Department Chairs and Directors to understand specific needs and tailor support accordingly.

Duties include organizing and scheduling meetings, managing and troubleshooting meeting technology, serving as the front office point of contact for students and faculty, coordinating with all college run services in areas such as tracking and maintaining department budgets, maintaining office equipment, generating purchase orders, email communications, filing, mail sorting, answering department telephones, serving as front office support for prospective students and families, and ordering office supplies.

The Administrative Officer will assist with college and departmental events, including workshops, speaker series, award ceremonies, student boards and social initiatives, and orientation as required. Duties and tasks other than core responsibilities are often varied and more complex. Assignments may require ingenuity and originality. Serves as the go-to person and acts as a resource to others in the resolution of problems.

Minimum Qualifications

  • Advanced level of skill required to create documents (e.g., communications, exhibits, spreadsheets, etc.) for presentations and ad hoc reports, update various online tools, and manage special projects.
  • Applies analytical skills and business knowledge to perform tasks that are varied and may be somewhat complex at times.
  • Demonstrated ability to manage competing priorities, make sound decisions and work with minimal direction. Initiative, persistence, and business acumen.
  • High level of organizational skills, attention to detail, diplomacy, customer service with a demonstrated ability to simultaneously handle multiple tasks.
  • Must be able to handle sensitive material, maintain the highest level of confidentiality, set priorities and work independently and as part of a team.
  • High level of proficiency with MS Office products, including Microsoft Word, Excel, PowerPoint and Outlook.
  • Excellent interpersonal and communication skills required.
  • Individuals will work with limited supervision.
  • Skills and knowledge are typically through a bachelor’s degree or equivalent and at least 1-3 years’ relevant experience.

Key Responsibilities & Accountabilities

(25%) Office Management

In collaboration with other Administrative Officer(s),

  • Responsible for the overall efficiency of daily operations of the department(s), including meeting logistics, contact and department coverage lists, college email and assisting with communications.
  • Coordinate with IT in resolving technical/computer/phone/printer issues and coordinate the use of shared departmental spaces.
  • Maintain office supplies and equipment, as well as overall office maintenance (ordering, repairs, clean–up of all common areas in office which could require collaboration with facilities department.)
  • Responsible for administrative presence in the office(s).

(25%) Department Administration

In collaboration with other Administrative Officer(s),

  • Manage the daily operations of the department(s) to support student and faculty curricular and research needs on the ground, coordinating with College central services as needed. Front line operations include hiring, training and managing student office assistants, overseeing access to office spaces and studio classrooms, maintaining supplies, office and computer equipment, and the script/text library.
  • Coordinate curricular and programmatic offerings, course scheduling and enrollment management, including course listings, room assignments, and grade changes.
  • Oversee the part-time faculty appointment process and guest artists/paid contractors. Schedules and attends monthly department meetings.
  • Coordinate departmental events to support students and faculty, such as awards ceremonies, orientation welcome sessions, department productions

(20%) Budget Management

In collaboration with other Administrative Officer(s),

  • In collaboration with Central Finance, manage all budget indexes for the Department(s).
  • Work with faculty and staff to maintain fiscal accuracy, inputting purchase orders, budget transfers, ticket revenue and all deposits.

(20%) Distributed Shared Service Support

  • In collaboration with other Administrative Officers, develop standardized procedures and protocols for shared job functions to ensure consistency.
  • In collaboration with other Administrative Officers, implement robust data management practices to ensure data accessibility and integrity.
  • In collaboration with other Administrative Officers, create opportunities for cross training of departmental practices, support of Department Chairs, and ensuring broad efficiencies across the College.
  • In collaboration with other Administrative Officers, provide office coverage for in the event of absence or scheduled PTO.

(10%) Administrative Support

In collaboration with other Administrative Officer(s),

  • Provide executive level support to the Chair(s) by managing their calendar and arranging meetings, as needed.
  • Define and document departmental processes and procedures.
  • Collect data and prepare reports as needed.
  • Serve as Workday delegate for departmental approvals as needed.

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.