Administrative Specialist

External

Northeastern University · Boston

Full-timeOn-siteToday

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About the role

Job Summary: The Department of Electrical and Computer Engineering (ECE) at Northeastern University seeks an experienced and people-focused Administrative Specialist to provide high-level administrative and operational support to the department. Under minimal supervision, this role provides diverse, complex, and high-level administrative support for the day-to-day activities and operations of the department, events, and projects. A primary function of this role is providing front desk coverage, serving as the welcoming face of the department and ensuring the front office is consistently staffed, professional, and responsive to students, faculty, staff, and visitors. This role serves as a high-level contributor across front office operations, event logistics, departmental communications, and faculty and student support - including faculty affairs, research staff and student employment, and staff onboarding and offboarding. The position requires 5-day on-site presence for front desk coverage, meeting, and event support. Beyond core administrative and front office duties, the Administrative Specialist coordinates department events end-to-end, produces communications and materials related to student activities and faculty research - including a monthly faculty e-newsletter and web and social media content - and serves as a liaison to the College of Engineering (COE) communications team. The Specialist also supports faculty hiring needs, including the intake of student research employment and research staff requests, and provides backup support for TA and HCA hiring processes.

Requirements

Education & Experience:

Bachelor's degree required. - Minimum of 2-4 years of progressive administrative experience in a fast-paced office environment; experience in a university or academic setting strongly preferred.

Demonstrated experience serving as a primary point of public contact in a multi-constituent environment (students, faculty, visitors, vendors).

Experience coordinating event logistics and preparing communications materials, including web content and print materials. Skills & Competencies:

Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) required.

Demonstrated ability to manage competing priorities, make sound independent decisions, and carry out complex assignments with minimal supervision.

Excellent written and verbal communication skills, including the ability to draft professional correspondence, presentations, and reports on behalf of the department.

Outstanding interpersonal and customer service skills; ability to interact professionally and warmly with individuals at all levels, including students, faculty, senior administrators, and industry guests.

High level of discretion and ability to handle confidential information with professionalism and sound judgment.

Strong organizational skills with attention to detail and follow-through; resourceful and committed to building deep institutional knowledge of department programs, faculty, and university resources.

Knowledge of Electrical and Computer Engineering and academia a plus.

Key Responsibilities & Accountabilities:

Primary Point of Contact, Front Desk Support & Constituent Services. Provide front desk coverage, supporting students, faculty, staff, and visitors. Ensure the reception area and front desk are consistently staffed and project a professional, welcoming environment. Maintain a neat and clean work environment and professional appearance. Monitor front desk traffic and assist with package distribution to faculty members. Work collaboratively with department staff to support the broader departmental community. Apply an advanced understanding of department programs, policies, procedures, and university resources to resolve routine and non-routine inquiries; exercise independent judgment on complaints, exceptions, and escalations, providing recommendations to department leadership on the most complex matters. Manage the 442 Dana room setup, room calendar, and scheduling. Ensure the 442 classroom is clean, properly turned around between meetings, and has functioning A/V equipment. May assist with submitting work orders to address issues within the suite to ensure a clean and professional setting. Maintain organized electronic filing and records management systems. Manage department mail, package deliveries, and inter-office correspondence; assist faculty and staff with mail distribution. Support the Procurement Specialists by receiving and distributing shipments to ensure timely and accurate delivery to the appropriate recipients. Serve as departmental liaison to ITS and other university service offices.

Event Coordination. Plan, organize, and coordinate a diverse portfolio of department events, including bi-annual Capstone Presentation Days (Fall and Spring), faculty speaker seminars and interviews, and other department initiatives that are student or research faci

Administrative Specialist

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