Administrative Coordinator, Center for the Arts & Center for Communication, Media Innovation, and Social Change

About the Opportunity

Job Summary

The Administrative Coordinator for the Arts (CFA) & Center for Communication, Media Innovation, and Social Change (CCMISC) is responsible for developing effective systems for managing the two Centers' administrative and operational needs. The incumbent will provide direct support for CFA and CCMISC Directors for both recurring and short-term projects, including assistance in mobilizing, tracking, and executing various project management tasks. They will provide high level documentation preparation (e.g. spreadsheets, PowerPoint presentations, and templates). They will ensure that policies and procedures are implemented consistently within the Department and in accordance with University, federal, and state laws.

The Administrative Coordinator will support the financial and budgetary responsibilities for the CFA and CCMISC by tracking expenses through Concur and expense reconciliation, completing monthly budget tracking reports, executing contracts, purchase orders, and payments to vendors. This position will provide a comprehensive range of duties to ensure overall efficiency of daily operations in the CFA and CCMISC, including, but not limited to managing calendar and meeting logistics for the Centers' activities, resolving facilities and technical issues, such as managing and maintaining office supplies and equipment, as well as overall maintenance of Gallery 360 (ordering, repairs, cleaning in collaborations with facilities).

The Administrative Coordinator will also coordinate all aspects of Centers' events and programs logistics with CAMD Events Specialist, including space reservations, booking travel and accommodations, participant and vendor communication, menu selections, and managing AV needs. Person will work alongside CFA/CCMISC Communications Coordinator on marketing and publicity for events.

The incumbent will have the responsibility of supervising staff and part-time student employees for centers and spaces within the CFA and CCMISC, including but not limited to the Gallery 360, Northeastern's contemporary art space run by the CFA, and will ensure consistent desk coverage at the gallery. This includes recruitment and hiring, training, and supervision to serve as a central resource by providing customer service to NU community and public. Desk coverage includes welcoming and assisting visitors, answering questions, and addressing immediate concerns and problems.

This position will report directly to the Directors of the CFA and CCMISC and will require a great deal of flexibility as they will be expected to move between the duties of the two centers as needed.

Qualifications

Highly efficient time management skills and the ability to prioritize tasks. Highly proficient in Microsoft Office, including Word, Excel, Outlook, and PowerPoint. Ability to work with minimal or no supervision. Self-motivated and effective in a team setting and individually. Knowledge and skills typically acquired through completion of an Associates Degree or equivalent with one to two years in an office environment using computers and telephones to carry out diverse administrative duties.

Key Responsibilities

Provides administrative assistance to Directors of the Center for the Arts & Center for Communication, Media Innovation, and Social Change

• Manages calendars and meeting logistics for the Centers' activities
  
• Coordinates and supervises the daily management of equipment and facilities for the organization.
  
• Screens and handles telephone communications and written correspondence.
  
• Drafts and finalizes written correspondence and documentation.
  
• Monitors budgets: ensure that fiscal deadlines are met and other financial transactions including the ordering of supplies, equipment for staff, and other materials.
  
• Supports budgetary responsibilities by executing contracts, purchase orders, and payments to vendors
  
• Handles general office needs: manage equipment licensing and repair, oversee conference room reservation calendar, handles incoming and outgoing shipping and receiving activities including FedEx and UPS shipments; provide backup as required.
  
• Serves as a liaison with external institutions, other offices, and clients.
  

Event Coordination

• Coordinates all aspects of Centers' events and programs logistics with CAMD Events Specialist, including space reservations, booking travel and accommodations, participant and vendor communication, menu selections, and managing AV needs.
  
• Some evening and weekend hours will be required.
  

Project Management

• Plans, manages, coordinates, publicizes, and implements special events and projects.
  

Supervision

• Hires and trains staff and student employees to support centers and spaces, including but not limited to the Gallery 360. (Interview and hire, manage schedules, payroll, assign work, etc.)
  
• Perform additional job-related duties as assigned.
  

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.


To apply, visit https://northeastern.wd1.myworkdayjobs.com/en-US/careers/job/Boston-MA-Main-Campus/Administrative-Coordinator--Center-for-the-Arts---Center-for-Communication--Media-Innovation--and-Social-Change_R114065







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