Administrative Coordinator

About the Opportunity

Job Summary The Administrative Coordinator is a key member of the Department of Chemistry and Chemical Biology in the College of Science (COS). Reporting to the department Chair, the Administrative Coordinator works closely with the Chair, other faculty leaders, and academic support staff. The Administrative Coordinator oversees the department’s presence both on campus and virtually, ensuring that faculty, students, staff, and guests are connected with the right information and equipped with the basic resources needed to continue their active roles in teaching, learning, and administration.

The Administrative Coordinator assists with faculty searches and promotions; manages department events; prepares and submits human resources management (HRM) related tasks in Workday; serves as the primary onboarding contact for new faculty and staff; and acts as the liaison to the undergraduate American Chemical Society (ACS) chapter. This position offers opportunities to demonstrate organizational and project skills in support of the department’s day-to-day operations.

• Manage the Department Chair’s and Associate Chairs’ calendars and oversee schedules for visiting faculty and staff candidates
• Oversee travel arrangements for designated department guests, including speakers, presenters, and students
• Arrange payments, honoraria, and reimbursements for guests or students without direct access to Concur; process internal travel reimbursements for students using Concur and for visitors using Candex
• Serve as the Business Manager’s designee for Concur reconciliation
• Oversee office and breakroom supplies for the main office
• Manage access to department spaces; greet faculty, students, staff, and guests; provide information in response to inquiries; and direct individuals to the appropriate person or place
• Manage and distribute incoming and outgoing mail and coordinate with facilities regarding building maintenance and repairs

• Liaise with the COS Faculty Affairs teams regarding personnel matters, including faculty hiring, merit reviews, tenure, and promotion
• Hire, manage, and oversee student employees for the front office
• Serve as the Concur and student employment backup for the department

• Submit and track new positions, including postdoctoral fellows, research and administrative staff, temporary non-students, student employees, and visiting scholars and students

• Oversee centralized schedules for all shared department spaces, including conference rooms, part-time faculty offices, and hoteling offices
• Coordinate schedules for department events and other key department business
• Manage department events, including fall orientation, the annual poster session, Graduate Open House, and graduation
• Coordinate social events for student groups, including the Graduate Student Association and the Northeastern University Chapter of the American Chemical Society

• Liaise with the COS Marketing and Communications team regarding website content postings
• Manage department internal sites, distribution lists, and social media accounts
• Create marketing and branded materials to advance department recruitment efforts, including newsletters, welcome packets, and announcements
• Travel to scientific meetings to staff department recruitment tables, as needed

• Complete special projects as assigned
• Use a purchasing card and complete regular reporting
• Manage reimbursements for students, employees, and guests
• Supervise student workers

• Bachelor's…