Administrative Assistant

About the Opportunity

Job Summary

The Main Office Administrative Assistant serves as the primary point of contact for the Department of Mathematics, providing front desk coverage, community services, event coordination, and administrative support to students, faculty, staff, and visitors. The role requires a consistently positive and professional demeanor, strong attention to detail, flexibility, and the ability to manage shifting priorities in a fast-paced environment. Initiative is a priority, including the ability to identify what needs to be done and act independently without needing to be explicitly asked. Strong communication, tact, organizational and computer skills, and a genuine willingness to pitch in and support the department are essential.

Key Responsibilities & Accountabilities

Front Desk & Community Services

• Provide consistent front desk coverage, ensuring the reception area projects a professional and welcoming environment; answer the telephone and respond to emails in a timely manner
• Support students, faculty, staff, and visitors and monitor front desk traffic
• Maintain a neat and orderly work environment
• Apply advanced understanding of department programs, policies, and university resources to resolve routine and non-routine inquiries
• Serve as departmental liaison to Information Technology Services (ITS), Facilities, the copying center, and other university offices

Purchasing & Budget Monitoring

• Purchase and monitor department supplies as needed
• Maintain detailed Excel purchase records and retain receipts in a shared folder
• Liaise with student clubs to support their activities and coordinate catering needs
• Monitor spending across all department purchases and student club budgets

Room Management & Facilities

• Manage room scheduling, ensure functioning audiovisual (A/V) equipment, and arrange seminar room cleaning when required
• Submit work orders and liaise with Facilities to ensure the department is clean, safe, and fully functioning
• Maintain office equipment
• Assist with assigning offices to faculty, graduate students, and visitors

Records & Correspondence

• Maintain organized electronic filing and records management systems
• Manage department mail, package deliveries, and inter-office correspondence
• Manage department listservs and email distribution lists and disseminate departmental communications

Event Coordination

• Plan, organize, and coordinate department events, including faculty speaker seminars and other student- and research-facing initiatives
• Manage event logistics from start to finish, including space reservations, catering, A/V, signage, materials, attendee communications, on-site setup, and post-event follow-up
• Prepare event materials, briefing documents, and printed programs; manage the department event calendar and flag scheduling conflicts
• Coordinate travel and hospitality for visiting speakers and faculty candidates and process reimbursements with the Budget Coordinator

General

• Assist with additional projects and administrative tasks as needed

Minimum Qualifications

Required

• Associate's degree
• Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams
• Consistently positive attitude and professional demeanor with strong attention to detail
• Ability to work in a fast-paced environment, manage competing priorities, and remain flexible as priorities shift
• Outstanding interpersonal and communication skills, with the ability to interact professionally with individuals at all levels, internal and external to the department, with tact and diplomacy
• Readiness to take on responsibility and willingness to pitch in and help others
• Strong initiative, with the ability to identify what needs to be done and act independently without close supervision
• Demonstrated ability to manage competing priorities, exercise sound independent judgment, 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
• High level of discretion in handling confidential information

Preferred

• Bachelor's degree
• Experience with university systems such as Concur or Workday

Position Type

Additional Information

Northeastern University considers factors such as candidate work experience, education and skills when extending an offer.  

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.

Compensation Grade/Pay Type:

Expected Hiring Range:

With the pay range(s) shown above, the starting salary will depend on several factors, which may include your education, experience, location, knowledge and expertise, and skills as well as a pay comparison to similarly-situated employees already in the role. Salary ranges are reviewed regularly and are subject to change.