Special Assistant & Project Manager

About the Opportunity

JOB SUMMARY

The Special Assistant & Project Manager is project and systems focused, requiring critical thinking, judgment, and organizational effectiveness to manage tasks and influence outcomes. High level planning and attention to detail required for ongoing projects. Provides project management services and executive-level support to one or more senior leaders or executives. Assignments involve work of a confidential or complex nature, requiring discretion, judgment, tact and diplomacy. Gathers, assembles and analyzes information and data from a wide variety of sources. Performs a broad range of project management duties involving confidential information, such as compiling reports, furnishing information, scheduling meetings and preparing agendas. Organizes meetings, tracks high level confidential information to provide to senior leaders. Schedules full days of meetings and coordinates with multiple teams around the university for accurate and timely responses.

MINIMUM QUALIFICATIONS

Highly effective skills in the following areas: project management; written / communication / interpersonal skills (to explain and clarify complex information); attention to detail; ability to analyze data at high level; and critical thinking. Ability to influence others to reach agreement. Ability to create and manage effective office systems and to prioritize tasks and demands. Requires acuity at multi-tasking related to scheduling and coordinating with multiple groups. Proficiency in MS Office Suite, utilization of the Web, presentation and spreadsheet development, and database management. Other attributes include professional discretion; sound judgement; and calmness under pressure. Knowledge and skills required for this position are normally acquired through completion of a bachelor's degree plus at least 2 to 4 years’ experience.

KEY RESPONSIBILITIES & ACCOUNTABILITIES

1) Project Management - 50%

Responsible for Project Management work for the Office of the Provost. Utilizes critical thinking and problem-solving skills in the management of special projects and assignments to include triaging project challenges and escalating barriers. Attention to detail is required as all work is sensitive and often confidential. Ability to proofread carefully, check work, and catch errors is critical. Demonstrates the ability to influence others while understanding and being sensitive to group dynamics and the political nature of special projects undertakings. Project work has a far-reaching impact and in support of this work conducts research and compiles data, identifies specific tasks, tracks and reports progress against project plan. Provides support for the strategic planning process and goal setting, advances and monitors progress on the organization’s initiatives. Exercises independent thought and judgment to identify complimenting projects and advises organization on potential efficiencies. Prepares draft communications and special messaging as required, proofreads documents, and coordinates the production of various reports to achieve the maximum impact in reaching the intended audiences. 

2) Executive Level Support - 30%

Manages, coordinates and facilitates many demands for the leader’s time by prioritizing requests and using independent judgment to identify and resolve potential conflicts. Uses diplomacy to respond quickly and efficiently to schedule changes. Anticipates needs by independently soliciting and providing necessary back-up and research materials in a timely way to ensure leader is well-prepared for all meetings, events, and speaking engagements. Makes travel arrangements for the team, including complex international travel, prepares itinerary and event information, and tracks and completes all expense reports in a timely manner. Coordinates events, receptions, and staff retreats. Coordinates schedules with other university constituents with timeliness and accuracy. Communicates with internal and external constituencies regarding calendar-related, policy and procedural matters. Drafts correspondence on behalf of the SVP for a wide array of audiences. Creates and/or modifies accurate and attractive PowerPoint presentations and Excel files for the SVP. Conducts research and prepares reports, presentations, and other documents in anticipation of the SVP’s information needs. Attention to detail required for sensitive documents and research. Maintains directories and contact lists for the SVP and VPFA.

3) Office Operations Management - 20%

Manages the operations of the department. Serves as point of contact for any special administrative task requests by department and delegates to a team member. Provides administrative oversight and operational supervision for office support staff, including hiring, supervision, and evaluation. Ensures adequate staff coverage for the office, including coordinating student worker and intern schedules. Provide ongoing coaching and mentoring to the administrative professionals.

Utilized database skills to track and report all aspects of faculty development: tenure, promotion, appointments, sabbatical, professional leaves, parental teaching relief, and changes in rank and appointment.

Supports financial management: Prepares financial transactions for the SVP’s approval (reimbursements, purchase cards) to ensure that they have been properly completed and are in compliance with university policies. As directed, prepares requisitions, and prepare and submit documentation for payment of invoices.

Northeastern University is unable to work sponsor for this role, now or in the future.

Position Type

General Administration

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:

108S

Expected Hiring Range:

$59,423.00 - $83,934.50

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.