Administrative Access Coordinator

Responsibilities

• Oversee projects related to the Assistant Professor's most pressing initiatives, including scheduling, attending, and participating in meetings, executing project work, and allocating resources and planning
• Coordinate follow-up items to ensure project roadblocks or holds are addressed in a timely manner
• Track progress on projects, tasks, and report obligations
• Manage and coordinate a high volume of demands for the Assistant Professor's time by prioritizing requests and demonstrating significant independent judgment in identifying and resolving potential conflicts
• Respond quickly and efficiently to schedule changes with diplomacy
• Synthesize information to understand relationships and leverage them to the advantage of the Assistant Professor
• Anticipate the Assistant Professor's needs by independently soliciting and providing necessary backup and research materials to ensure she is well-prepared for all meetings, events, and speaking engagements
• Manage and coordinate a high volume of demands for the Assistant Professor's time by prioritizing requests and demonstrating significant independent judgment in identifying and resolving potential conflicts
• Respond quickly and efficiently to schedule changes with diplomacy
• Synthesize information to understand relationships and leverage them to the advantage of the Assistant Professor
• Anticipate the Assistant Professor's needs by independently soliciting and providing necessary backup and research materials to ensure she is well-prepared for all meetings, events, and speaking engagements
• Increase office accessibility through initiatives including creating Braille labels to improve the Assistant Professor's navigational abilities, creating tactile calendars to empower independent schedule reading, and critically improving upon existing systems
• Create tactile representations of visual materials such as diagrams and figures
• Oversee office operations, including management of technical equipment inventory (laptops, printers, etc.); maintain inventory, monitor levels, and place orders to ensure appropriate equipment is available
• Hire, supervise, evaluate, and train student staff; complete onboarding and oversee the recruitment, development, and retention of Co-Op and graduate assistant staff
• Make travel arrangements for the Assistant Professor, prepare itineraries and event information, and conduct necessary research to ensure preparation for events or meetings
• Process and track travel and expense vouchers
• Provide human guide support for travel accessibility
• Communicate on behalf of the Assistant Professor
• Advance and monitor progress on the Assistant Professor's initiatives; identify and track specific assignments
• Review, revise, and summarize correspondence and briefs for the Assistant Professor
• Create accurate and professional reports and presentations
• Financial Analysis & Reporting — Operations and Grants
• Meet regularly with the Assistant Professor to review current and future expenses and operating budget needs
• Responsible for financial monitoring of grant and operational budget accounts
• Identify and resolve discrepancies with AP, the Budget Office, Student Affairs Office, and other key partners through detailed financial analysis
• Responsible for timely processing of bill payments, budget reconciliations, and Concur reports, as well as the review of purchase and reimbursement requests from staff
• Ensure accurate documentation, reporting, and compliance with established operational and financial procedures
• Providing Access to Visual Information
• Provide access to visual information in ways suitable to the Assistant Professor's needs, including: Verbally describing complex figures and images
• Reading inaccessible material received via traditional methods such as mail and email (including PDFs and flyers)
• Occasionally helping the Assistant Professor navigate the Northeastern University campus

Qualifications

• Bachelor's degree required
• Excellent organizational skills and high attention to detail
• Punctual and responsive to a time-sensitive schedule; responsible and trustworthy
• Excellent communication and interpersonal skills; strong notetaker and attentive listener
• Ability to work well under pressure with strong multitasking and problem-solving abilities
• Financial and office management bookkeeping experience preferred
• Independent and efficient worker with strong project management skills
• Flexible, adaptive, and capable of high-level critical thinking to address accessibility challenges as they arise
• Commitment to maintaining finances and other university systems in an accessible manner