Career Center

Executive Assistant

About the Opportunity

Summary of Position

The Executive Assistant to the Dean/ Divisional Assistant manages, oversees, and ensures the effective and efficient operations of the Lorry I. Lokey School of Business and Public Policy. They work closely with, and with delegated authority on behalf of, the Lokey School Dean and the department Chairs and program Directors. They manage all administrative processes (budgetary, financial, operational, personnel) in the Lokey School and provide key support to the Lokey School Dean, Department Chairs, Program Directors, staff, and faculty. They manage crucial projects in the Lokey School, assist the Dean in managing and overseeing staff functions, and communicate and grant approvals on behalf of the Office of the Lokey Dean. The incumbent works with a high level of autonomy, responsibility, confidentiality, discretion and initiative, through an equity lens.

This job description is intended to describe the general nature and level of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Essential Job Functions:

Executive Assistant Administration and Management

Primary responsibilities are overseeing the systems and processes to ensure efficiency and effectiveness in all functions at the Lorry I. Lokey School of Business and Public Policy on behalf of the Office of the Lokey Dean:

• Assist the Dean in overseeing, managing, and coordinating the work of the faculty and staff teams, and ensure that all core staff functions are covered and coordinated.
  
• Serve as the primary point of contact for the Office of the Lokey Dean and assists with queries from faculty, staff, and students.
  
• Coordinate communications on behalf of the Lokey Dean, department Chairs, and Program Directors.
  
• Manage the workflow and communications systems within the Office of the Lokey Dean for the Dean and Department Chairs and Program Directors, assist with reporting.
  
• Assist Dean and faculty with purchasing.
  

• Implement and maintain electronic and hard copy filing systems and information management processes.
  
• Coordinate regular staff meetings, semi-annual planning sessions, and retreats.
  
• Support Dean/Department Chairs/Program Directors with faculty onboarding process.
  
• Write and proofread correspondence, presentations, reports, memos, etc. on behalf of the Office of the Lokey Dean.
  
• Coordinate and manage appointments and calendars, arrange meetings, and prepare agendas for the Lokey Dean, Department Chairs, and Program Directors.
  

• Coordinate travel itineraries for the Dean, Department Chairs, and Program Directors.
  
• Maintain faculty/staff mail and copy room; order supplies and maintain inventory; collect and distribute mail from College Mail & Copy Center.
  
• Maintain faculty/staff kitchen: order supplies, maintain kitchen cleanliness, and support School events.
  
• Is responsible for ensuring that confidential information is managed appropriately within the Office of the Lokey Dean.
  
• Forecast the needs of the School and work to set systems in place to ensure greater future efficiency in all processes.
  

• In coordination with the University Registrar and College Space Committee, assist Lokey Dean with office and classroom space assignment.
  
• Request key and key-card access to locked areas of the Lokey building, to ensure that the confidentiality of sensitive files and information is maintained.
  
• Request delegated email accounts, distribution lists (listserves), Banner forms, and refreshing lists.
  
• Make event requests through 25live Reservation platform.
  
• Manage Lokey faculty/staff Outlook calendar.
  

• Support hardware and software acquisition for staff and faculty.
  
• Assist faculty with Canvas software.
  
• Assist with projects and processes assigned by the Dean, Department Chairs, and Program Directors.
  

Financial and Budget Management

The Executive Assistant has primary responsibility for managing budgets within the Lorry I. Lokey School of Business and Public Policy.

• Process financial forms invoices, check requests, independent contractor forms, and reimbursement for out of pocket expenses; process donations (monetary and in-kind).
  
• Approve and monitor invoices and expenditures submitted by members of staff team; submit Concur expense reports for Dean.
  
• Support Program Directors with paperwork for annual Spring prizes, awards, and endowed scholarships.
  
• Track budgets for operating funds; complete periodic budget-to-actual reports; balance budgets and address discrepancies through journal entries; process outstanding invoices, journal transfers, and check requests to close out fiscal year.
  
• Monitor monthly budget reports for grant and gift funds in Banner for accuracy.
  

• Provide periodic budget updates to grant managers, Department Chairs, Program Directors, and staff members (regularly and/or as requested).
  
• Prepare quarterly meetings with the Program Directors and the Dean to ensure effective management of the budget and other grant or gift funds.
  
• Support the Dean and Department Chairs and Program Directors in managing the administrative and financial aspects of grants and gift funds and liaising with the appropriate University offices.
  
• Assist with managing communications with donors and in the preparation of grant proposals or reports.
  
• Manage and work with other members of the Staff Team who have budget oversight for their units, coordinates budget reconciliation, and ensures responsible budget management.
  

Miscellaneous Operations and Project Management

The Executive Assistant/Divisional Assistant plays an important role in managing projects and operational processes that are crucial to the Lorry I. Lokey School of Business and Public Policy, including:

Academic Operations

• Aid with reporting to major stakeholders and accreditation agencies.
  
• Support Dean, Department Chairs, and Program Directors with department reviews, annual reports, and assessment administration
  

• Support Program Directors with annual reports.
  
• Support Program Directors with assessment administration.
  
• Attend monthly Professional Academic Staff (PAS) meetings coordinated by the College Dean's Office.
  

Green Certification

• Support and implement sustainable practices and standards on campus including green office challenges.
  

Personnel Paperwork Coordination

The Executive Assistant oversees and manages the administrative processes for hiring, on-boarding, and orienting all new staff and student employees in the Lokey School as well as returning part-time faculty. In addition, they:

• Produce Faculty Appointment Requests and staffing sheets, working closely with the Dean and Program Heads to properly process all personnel paperwork.
  
• Hire and manage student employees; teaching/research/grad assistants/ temp employees.
  

Faculty Support

The Divisional Assistant is the point person for providing information to faculty.

• Oversee and brief faculty on processes for receiving support.
  
• Ensure that faculty are supported for all classroom-related needs.
  
• Prepare course schedules, classroom assignments, and staffing sheets with teaching assignments, in collaboration with the Department Chairs and Program Directors.
  
• Assist with faculty document management.
  
• Assist the Dean and Program Heads in organizing search processes for new faculty and staff hires, coordinates interviews and various meetings associated with interview process
  

This position description is not intended to contain a comprehensive list of activities, duties, or responsibilities. Additional duties may be assigned based on business operational needs. The Executive Assistant/Divisional Assistant assists with additional duties and special projects as requested by the Dean and Program Directors.
The expected hiring range for this position is USD $65,360 to USD $83,335, based upon the position's scope and responsibilities.

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 www.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/Oakland-CA/Executive-Assistant_R111092







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