Boston, MA
Department Operations Coordinator
About the Opportunity
Summary
The Department Operations Coordinator is a key administrator in the Department of Marine and Environmental Sciences, working under the direction of the Business & Operations Manager. The Operations Coordinator initiates, tracks, and manages a broad range of financial, academic, and human resource transactions to ensure that department needs are being met in a timely and efficient manner.
Specifically, the Department Operations Coordinator will be responsible for initiating financial transactions on behalf of the department, as well as working with the Business & Operations Manager, the COS Finance and COS Post-Award teams to follow up on any issues that may arise. The Operations Coordinator will also be responsible for imitating a broad range of faculty, staff, and student personnel transactions: for full-time and part-time hires as well as operational and grant/research-funded personnel. The Operations Coordinator will also assist with other personnel appointments such as visiting scholars or special research appointments.
Depending on the structure and needs of the department, the Operations Coordinator may also be asked to provide further administrative support on specialized tasks. This may include project assistance for department leadership, assisting with management of a front office location, and/or other duties as assigned.
Qualifications
Three to five years experience in accounting, budgeting, operations, and or grants financial management required. Human resources management experience preferred. Bachelors degree required. Experience working in a nonprofit or higher education setting highly preferred.
Responsibilities
Initiate Financial Transactions on Behalf of Department: working closely with the Business & Operations Manager, initiate the following types of financial transactions on a regular basis, on behalf of the department: summer salaries, extra compensation requests, journal vouchers, payroll distribution change requests, reimbursements for non-employees, direct pays, Concur reviews and other associated transactions. Track, monitor, and reconcile all transactions to fund budgets.
Budgeting, Reconciliation, and Forecasting Support: working closely with the Business & Operations Manager, monitor budgets for all department funds (operating, designated, gift, and research), providing timely reconciliation of actuals against budgets. Forecast expenses as needed for department budget reviews. Use University systems such as Priority to monitor research (grant) budgets and follow up on spending or other issues with the Principal Investigator (PI) and the COS Dean's Office Post-Award team.
Initiation of Select Personnel Transactions: initiate research staff, part-time, temporary, and student hires on behalf of the department including all department faculty. Evaluate business need, available funding, and collect necessary information to route to COS HR. Monitor and follow-up on hiring issues to ensure successful hire and onboarding. Note anticipated wage and fringe costs on appropriate department budget tracking. Assist with faculty candidate management, arrange interviews, coordinate/collect distribute required documents on the candidate side, as requested. Liaison between department and COS-HR on visiting scholar requirements and manage necessary documents.
Academic Programs Support, Special Projects and Other Duties As Assigned: coordinate with GradComm to provide data and support needed for RA/TA assignments, defense and recruitment events, applicant data during admissions, and student progress tracking for the PHD and Three Seas student populations. Act as a liason for PHD and Three Seas students with various main campus and external offices. Work with department leadership to collect, compile, and analyze operational data for college/university/external reports. Work with faculty, as appropriate, on systems access and trainings. Assist with annual projects including the payroll/effort certification project.
Position Type
General Administration
Additional 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.
Summary
The Department Operations Coordinator is a key administrator in the Department of Marine and Environmental Sciences, working under the direction of the Business & Operations Manager. The Operations Coordinator initiates, tracks, and manages a broad range of financial, academic, and human resource transactions to ensure that department needs are being met in a timely and efficient manner.
Specifically, the Department Operations Coordinator will be responsible for initiating financial transactions on behalf of the department, as well as working with the Business & Operations Manager, the COS Finance and COS Post-Award teams to follow up on any issues that may arise. The Operations Coordinator will also be responsible for imitating a broad range of faculty, staff, and student personnel transactions: for full-time and part-time hires as well as operational and grant/research-funded personnel. The Operations Coordinator will also assist with other personnel appointments such as visiting scholars or special research appointments.
Depending on the structure and needs of the department, the Operations Coordinator may also be asked to provide further administrative support on specialized tasks. This may include project assistance for department leadership, assisting with management of a front office location, and/or other duties as assigned.
Qualifications
Three to five years experience in accounting, budgeting, operations, and or grants financial management required. Human resources management experience preferred. Bachelors degree required. Experience working in a nonprofit or higher education setting highly preferred.
Responsibilities
Initiate Financial Transactions on Behalf of Department: working closely with the Business & Operations Manager, initiate the following types of financial transactions on a regular basis, on behalf of the department: summer salaries, extra compensation requests, journal vouchers, payroll distribution change requests, reimbursements for non-employees, direct pays, Concur reviews and other associated transactions. Track, monitor, and reconcile all transactions to fund budgets.
Budgeting, Reconciliation, and Forecasting Support: working closely with the Business & Operations Manager, monitor budgets for all department funds (operating, designated, gift, and research), providing timely reconciliation of actuals against budgets. Forecast expenses as needed for department budget reviews. Use University systems such as Priority to monitor research (grant) budgets and follow up on spending or other issues with the Principal Investigator (PI) and the COS Dean's Office Post-Award team.
Initiation of Select Personnel Transactions: initiate research staff, part-time, temporary, and student hires on behalf of the department including all department faculty. Evaluate business need, available funding, and collect necessary information to route to COS HR. Monitor and follow-up on hiring issues to ensure successful hire and onboarding. Note anticipated wage and fringe costs on appropriate department budget tracking. Assist with faculty candidate management, arrange interviews, coordinate/collect distribute required documents on the candidate side, as requested. Liaison between department and COS-HR on visiting scholar requirements and manage necessary documents.
Academic Programs Support, Special Projects and Other Duties As Assigned: coordinate with GradComm to provide data and support needed for RA/TA assignments, defense and recruitment events, applicant data during admissions, and student progress tracking for the PHD and Three Seas student populations. Act as a liason for PHD and Three Seas students with various main campus and external offices. Work with department leadership to collect, compile, and analyze operational data for college/university/external reports. Work with faculty, as appropriate, on systems access and trainings. Assist with annual projects including the payroll/effort certification project.
Position Type
General Administration
Additional 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.
Recommended Skills
- Accounting
- Administration
- Ecology
- Finance
- Financial Management
- Forecasting
Browse other jobs