Administrative Assistant Higher Education

WORK EXPERIENCE

Northeastern University

Administrative Assistant

February 2020-Present

Outlook office and managing the calendar of the Department chairperson; Create Doodle Polls

Act as a liaison between my Dept Chairperson, Kristin Greenwood, and other Heads of Departments or their administrators for scheduling.

Using Adobe Acrobat reader, Adobe Acrobat pro DC edited the departmental Handbook for faculty and staff; Also used for editing and adding photos and articles to the PTMRS Newsletter.

Edit and proofread letters of recommendation for Dept Chair, draft e-mails for her to send within the university and occasionally, outside of the university.

Edit Departmental Website using Word Press

Help editing confidential documents pertaining to students for the Department Chair

Approve time off requests and weekly timesheets on behalf of Dept Chair

Assist the Budget Administrator w/ SAP Concur Reports and submit my own reports. I help to establish what budget indexes need to be used for allocating funds & transactions. Also assist faculty in submitting their reports and act as a Concur delegate in addition to reporting my own expenses. Keep the balances of the Faculty’s Professional Development Funds up to date. When a faculty development purchase is made, I subtract that from their funds and forward the new balance to each faculty member. (each has a $2,000 balance annually)

Hiring tutors & work study students, approving their time, perusing resumes and setting up interviews to hire Office Assistants for the PT Program. Hired and interview Research Assistant candidates for Department Chair

Train work-study students for office assistant position, mail, multifunctional printer/scanner/copier. Answer the phone at the reception desk and forward calls from the main extension to the appropriate faculty or staff member. Assist with mail & distribute it to proper faculty and departments, assist faculty with spreadsheets, office organization, supply inventory and tech device inventory as well as helping me with campus work requests for facilities department (Ie: making keys, vacuum for offices, office move requests, furniture orders for faculty and staff, etc.)

Create agendas for the Faculty Meetings w/ Dept Chair. Set aside appropriate amounts of time for each faculty member to present at each meeting.

Take the minutes and record meetings for the Faculty meetings, administrative counsel meetings, DPT Advisory Board, PhD programs & Competency of skill based learning task force.

Create advertisement and pamphlets for new classes offered by the DPTMRS. When they are offered, add them to the website and the internal Microsoft Teams site.

Manage the Microsoft Teams sites I have created & keep them current with word documents, current minutes from meetings, new team members and changes or updates in meeting times.

Keep the SharePoint site organized. Helped to migrate the current SharePoint from the SharePoint Classic site that we had been working from in the past. Kept open communications with TRN Digital, the IT consultants who assisted the university with the migration process.

Participate in Training sessions provided by the Project Management Office to sharpen my skills in minute taking and supporting the meeting lead.

Keep the Faculty Performance & Progress Excel Spreadsheet updated for the Dept Chair & Associate Chair. Make any changes to DPTMRS courses needed

Find classroom space for classes, events and other student or faculty ceremonies.

Member of the social media & alumni committee for PT department

Plan events for the students such as the hooding and pinning ceremony or the White Coat Ceremony. Plan Budget, create QR codes, hire the support staff, find a venue, etc. Start to finish, these projects are my responsibility.

Member of the Assistant’s Hub Team & Active member of Staff Water Cooler Team

MIT Legatum Center for Entrepreneurship & Development

Senior Administrative Assistant – Hollister Staffing

Temporary hire at MIT Legatum Center for Entrepreneurship & Development August 2018 to November 2018

Provided administrative support to the Fellowship Program and functioned as an individual contributor taking ownership of key responsibilities

Collaborated and worked independently using sound judgement

Assisted with proposal preparation including the development of brochures and other written and visual material

Provided support for program meetings and events including ordering food and beverages, providing AV tech support, written support materials and video conferencing

Researched travel options for staff and guests, managed itineraries, booked travel, liaised with host organizations to finalize agendas and assisted with last-minute travel changes

Processed travel receipts and reports

Helped maintain critical database and materials associated with programs (programs included Capsule, Excel and Mailchimp)

Selected and contracted outside vendors and facilities for services

Submitted internal work orders and parking permits when needed

Managed requisitions for approval and conducted research for competitive bidding on projects as needed

Processed purchase requests, maintained levels of office and breakroom supplies, organized storage closet, handled recycling and disposal of confidential materials

Owned the maintenance and organization of files on shared drive and updated manuals and procedures as needed

Managed both electronic and paper filing systems for archived materials

EDUCATION

Boston Conservatory – 1999-2000 – Dance major

Merrimack College – 2000-2003– English major

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