Administrative Coordinator

Job Description Administrative Coordinator Work Schedule: 40 hours/week ?8-5pm(1 hour lunch) Location: 100% onsite, Behrakis Health Science Center 30 Leon St Boston, MA 02115 Duration: now through September, 6 months Top 3 technical or soft skills you'd like to see that will lead you to request an interview? Demonstrates a positive attitude with a proactive, "can-do" approach and an outgoing personality. Skilled at managing and prioritizing multiple tasks in a fast-paced environment. Experience supporting front desk operations, welcoming and assisting senior leaders and Provost Office faculty with professionalism. Strong organizational skills with experience in maintaining office supplies and ensuring the workspace remains well-stocked and orderly. Interviews: 2 rounds of interview, 1 Team's & 1 In-person interview The Administrative Coordinator provides administrative and project management support to key members of the college senior leadership team and manages and oversees the daily operations of the Office of the Dean under the direction of the Dean's Executive Assistant. The Administrative Coordinator provides exceptional customer service, organization, operational support to the office and other key staff, and assists with scheduling and coordinating internal and external meetings, events and activities that pertain to the mission of the college. We are seeking a dynamic and effective team player with a can-do attitude who can manage complex schedules and competing priorities, while contributing to the overall effectiveness and success of the office. This includes assisting in mobilizing, tracking and completing key projects, monitoring the work of college's standing and ad hoc committees, and providing background data and documents as needed. 1. Minimum Qualifications A Bachelor's degree is required and a minimum of 3-5 years of experience in a professional office setting or customer service environment. Must be able to multi-task, exercise professionalism and good judgement, and work both as a team and independently to manage, prioritize and deliver on various responsibilities and tasks in a timely and effective manner. Proficiency with Office 365 applications and software, particularly Excel, is required. Experience with CRM software, such as SalesForce, and databases is preferred. 2. Key Responsibilities & Accountabilities Identify the most important job duties (maximum of 5) using no more than 3-4 concise sentences. Indicate the typical percent of time required for each job duty; the total percent of time must equal 100%. Begin with the most important duty. Percent of Time 1 Administrative Support • Provides high-level administrative support to the college dean's senior leadership team, specifically the Sr. Associate Dean for Administration & Finance and the Sr. Associate Dean for Faculty Affairs, Diversity, Equity and Inclusion, as well as the Associate Dean for Research and Innovations and the Assistant Deans working directly with the Associate Deans, as needed. • Manages a high volume of inquiries/requests for the Associate and Assistant Deans that require timely execution while prioritizing scheduling demands and facilitating information flow. • Uses judgement and diplomacy to prioritize and efficiently schedule meetings with key contacts across the college and university. • ttends meetings as needed; take minutes and assists with action items and follow-up. • Gathers, organizes, and assists with the management of confidential and sensitive information across the areas of administration, clinal and interprofessional education, finance, faculty & staff affairs, research & innovation, and human resources. • ssists with creating/inputting/updating information in databases, SharePoint and other college systems. • Screens, sorts, and distributes office mail; assists with office correspondence, and monitors Dean's Office general email inbox and responds/triages inquiries. 30% 2 Project Management / Special Projects • Manages and oversees the review, submission and processing of all college-related legal contracts and agreements under the direction of the Associate Dean for Administration & Finance and in coordination with the university Office of the General Counsel. • Manages and updates SharePoint, listservs and other college-wide documents/information for the Dean's Office and Associate/Assistant Deans. • ssists with other special projects as assigned by the Associate Deans • ssists with development and marketing-related initiatives and projects in collaboration with other Dean's Office staff. • ssists with other college-specific and university-wide special projects as needed. 50% 3 Office Management & Reception • Handles reception desk and duties with professionalism and poise, including overseeing university work study students (including supervision and task delegation in collaborations with Dean's Executive Assistant and the Assistant Dean for Administration & Finance), who may be assisting with reception duties and specific tasks in the Dean's Office. • Hires, trains, and supervises student workers; delegates and reviews projects assigned; coordinates weekly work schedule; reviews time sheets. • Responds and directs phone calls and requests for information; researches and responds to inquiries from NU community and general public. Greets office visitors and serves as first point of contact for all visitors and guests, including NU faculty, staff and students, prospective students and their families, and all other external and internal constituents. • Oversees purchasing of supplies for the Dean's Office and other key departments. • Organizes and maintains office supplies and processes to ensure efficiency. • Coordinate requests for laptop, projector, and other Dean's Office equipment, as well as work orders for the Bouve offices/labs in Behrakis. • Troubleshoots and triages faculty, student, vendor issues that arise, providing excellent customer service and timely responses. • Recommends, as needed, solutions to address issues and enhance processes and projects efficiency in the Dean's Office. 20%

Created: 2026-03-04