The Network Science Institute at Northeastern University is seeking an individual to fill the role of Administrative Specialist. The Administrative Specialist will manage a high-volume calendar for the Institute Director; serve as the first point of contact on behalf of the Director and Executive Director (ED), interface with faculty, Deans, donors, students, postdocs, and staff at all levels; draft correspondence; plan and manage Institute events and conferences; coordinate complex reimbursements, visa applications and budget reconciliations. This is a senior, highly visible executive support position that requires outstanding interpersonal, organizational, and communication skills, as well as a high level of attention to detail.
Manage the Director’s calendar, demonstrating sound judgment in prioritizing requests for the Director’s time and communicating scheduling decisions in a professional, diplomatic way.
Coordinate all travel and meetings for the Director, including travel funded by federal grants.
Proactively prepare the Director for all meetings, business trips, and speaking engagements by doing background research, anticipating and researching likely questions, and creating comprehensive travel itineraries.
Independently communicate on behalf of the Director & Executive Director, understanding the appropriate professional tone in different settings; with the ability to draft correspondence to internal and external contacts.
In collaboration with the Institute’s Senior Grants Manager, manage reimbursements and financial record-keeping for the Director, ensuring all expenses are compliant with sponsored research policies
Create letters of support, invitations, and announcements, as needed; assist with proofreading for proposals and reports.
Support grant-related reporting, ensuring that publication, personnel and facilities records are properly updated.
Design, organize, and implement administrative systems to manage the operations of the Institute.
Plan events and meetings; coordinate with Institute, schedule and correspond with visitors, manage logistics with NEU facilities and building managers, as well as with outside vendors.
Other duties as assigned.
About the Institute
The Network Science Institute at Northeastern University (NetSI) aims to be one of the world’s leading multi-disciplinary research communities supporting innovative research and training in the growing field of network science. The Institute is a multi-disciplinary community that brings together researchers and doctoral students who are joined by a common goal to understand behaviors of complex systems by building models of the structure and dynamics of their connections. The Institute has the only PhD program in Network Science in the U.S., providing foundational training in network-based approaches, languages, and problems. With support from six academic units, Colleges of Science, Health Sciences, Information & Computer Science, Arts Media & Design, Business, and Social Science & Humanities, the Institute truly reflects Northeastern’s broad vision of learning and research without boundaries. Our innovative research and education initiatives, along with collaborative community and educational strategies are motivated by a desire to inspire and contribute to a growing community dedicated to fundamentally changing the way society understands and interacts with our networked world.
Bachelor’s degree and a minimum of four years of full-time administrative experience. This position requires an energetic and resourceful individual with excellent communication skills, both in person and in writing. The person in this role must be able to communicate effectively both in person and in writing, and should be comfortable interacting with a demanding customer base including faculty, senior administrators, and high-profile outside contacts. Experience in an academic or other scientific research environments is preferred. The ability to effectively handle diverse tasks and responsibilities and create effective administrative processes and systems to manage operational environment is important.environments is preferred. The ability to effectively handle diverse tasks and responsibilities and create effective administrative processes and systems to manage operational environment is important.