Administrative Coordinator, Department of Pharmacy and Health Systems Sciences
Location: Boston, Massachusetts
Internal Number: 3576583
Administrative Coordinator, Department of Pharmacy and Health Systems Sciences
About the Opportunity
The Department of Pharmacy and Health Systems Sciences (DPHSS) seeks a dynamic Administrative Coordinator to work independently and as part of a larger school team to support the administration of a large department within the School of Pharmacy & Pharmaceutical Sciences/Bouve College. The Administrative Coordinator will report directly to the Chairperson of the Department of Pharmacy and Health Systems Sciences, and will perform diversified administrative, budget, human resources operations, and project activities, while ensuring smooth and efficient operations in the unit. This person provides administrative support to the chair and to department faculty, with particular emphasis on those faculty with administrative roles (assistant deans and directors) related to the Doctor of Pharmacy program. This position serves as liaison to key partners in the university, college, school, and provides outstanding customer service to faculty, students, staff, visitors, and external business partners. Responsible for efficient office administration, this position will develop, organize, archive, and manage department-related resources, ensuring department website and intranet (MS Teams) sites are relevant, up-to-date, and dynamic resources for department use. Additionally, this position serves as liaison to various individuals in the Bouve College of Health Sciences and collaborates with the school's Director of Operations, Finance, and Administration, and various individuals in the college on budget and human resources operations.
Administrative Coordination and Support (45%): Responsible for efficient office administration, developing, maintaining, and communicating administrative policies and procedures to faculty and staff. Develop, organize, archive, and manage department-related resources, ensuring department website and intranet (MS Teams) sites are relevant, up-to-date, and dynamic resources for department use. Provide administrative support to the chair and to department faculty, with particular emphasis on those faculty with administrative roles related to the Doctor of Pharmacy program (Assistant Deans of Curriculum/Assessment, Academic Affairs, and Office of Experiential Education). Support activities of the pharmacy practice lab including staffing (temp and student hiring), supply management, and the faculty coordinators. Serve as the point of contact for visitors, and as liaison to Bouve College and external departments. Initiate, coordinate and track meetings, job interviews, and events logistics (schedule, location, food, attendees, etc.). Maintain calendar meetings and events within the Department and coordinate activities with Bouve College and university calendars. Manage conference room scheduling. Take minutes at department meetings and maintain records of these minutes. Serve as liaison to operational areas (commencement, bookstore, facilities, university service departments, technology, procurement, etc.) Initiate and track work orders. Handle departmental inter-office and outside mailings. Coordinate office moves and space preparation to support space management. Compile data, statistics and reports for the department, college, and other University requests. Work with ITS to troubleshoot technology issues, including those associated with shared conference rooms. Provide excellent customer relations and service. Meet weekly with Department Chairperson to discuss and prioritize tasks and projects and work collaboratively with the Director of Operations and the team of staff to meet the administrative needs of the school.
Human Resources Administration/Hiring (20%): Ensure that human resources policies and procedures are implemented consistently within the department and in accordance with federal and state laws. This position will serve as the liaison between Bouve HRM and the faculty/staff within in the department and will work under the guidance of Bouve HRM (and university policies) to execute the following:
Temp Non-student (TNS) hires: work with Bouve HR Associate on all required TNS processes, particularly related to staffing the pharmacy practice lab. (Manage student hires via the Student Employment Office).
Initiate HRM processes: Originate and submit electronic forms for the school such as HR Action Forms, Termination forms, Extra Compensation forms, and Payroll Distribution Change forms.
Part-Time Faculty Process: process all part-time faculty appointments for the department (guided by Collective Bargaining Agreement). Work with chairperson to determine needs, obtain college approvals, meet all CBA deadlines, execute all required tasks related to the processing and hiring tasks in the university's Talent Acquisition System.
Problem Resolution: work with Bouve and central university resources to resolve pay and other HRM related issues. Triage faculty questions and identify appropriate resources.
Non-Paid Appointments (Affiliate appointments, Visiting Scientist/Scholar/Student): work closely with School faculty/staff to collect all appropriate documentation for the Exchange Visitor Process (EVP) to be sent to Bouve HR.
Visas: Work with faculty and principal investigators (PIs)s and Bouve HR Associate on processing visa extensions, as necessary.
Faculty Appointments: work with school search committee and serve as liaison with Bouve HRM on hiring steps. Manage faculty visits and provide administrative support to chair of search committee as needed. Assist department chair with onboarding.
Compliance: Facilitate I-9 and e-Verify process for new hires. Securely and efficiently manage all HR files, both active and inactive. Maintain database of active part-time faculty each semester. Monitor compliance with employment related regulations (periodic audit of I-9 paperwork). Ensure that e-Verify regulations are met.
Budget and Contract Administration and Support (20%): Working under the guidance of the school's Director of Operations, assist with management of department budget tasks, tracking, invoicing, and purchasing. Maintain receipts and expense documents for all department purchase activity and reconcile to monthly reports. Review purchases and credit card transactions (Concur System) ensuring compliance with university/college policy. Process honoraria, expense reimbursements, invoices, and deposits, including tracking of co-funded faculty payments from external entities. Create reports and maintain department history, work with department chair and director of operations on quarterly department forecasting. Serve as liaison to Bouve College on matters of department budget. Facilitate the processing of contracts, responsible for record-keeping on office and laboratory facilities and space.
Project Support, Communications and Website: (15%) Support chair and assistant deans with project execution related to department and programmatic activities. Typical assignments include a communication phase (with related follow-up), collection of information, organization of data, creation of a quality final document, and archiving information in a shared data space. Manage department communications and publicity through print and web-based media. Ensure external facing websites are accurate and updated regularly. Assist chair and committees with social media posts and presence.
Bachelor's degree required. Two-to-five years of administrative experience, preferably in the academic setting, required. Strong working knowledge of Word, Excel, PowerPoint, Adobe Acrobat, Outlook, SharePoint, and MS Teams, and ability to work seamlessly and comfortably with new technologies. Outstanding planning, time management and organizational skills. Strong critical thinking and problem-solving skills - ability to be resourceful. Flexibility and ability to work fluidly in a diverse and team-oriented environment. Proven record of exceptional customer service. This position requires proactive and effective communication with the department's leadership (chair, assistant deans, directors), faculty, students and staff. It involves handling confidential 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.
Founded in 1898, Northeastern University is a private research university located in the heart of Boston. Northeastern is a leader in worldwide experiential learning, urban engagement, and interdisciplinary research that meets global and societal needs. Our broad mix of experience-based education programs?our signature cooperative education program, as well as student research, service learning, and global learning?build the connections that enable students to transform their lives. The University offers a comprehensive range of undergraduate and graduate programs leading to degrees through the doctorate in nine colleges and schools.